Secretary 2 - Cedar Rapids

Iowa Vocational Rehabilitation Services (IVRS) is recruiting to fill a Secretary 2 position in the Cedar Rapids Area Office to provide confidential and executive administrative support to the Area office Supervisor & Professional counseling staff, acting as the lead clerical staff person in our busy office serving Persons with Disabilities. Responsibilities of the position are as follows, with additional duties as assigned.

Assignments include assisting the Office Supervisor with long-term planning, organization, and office initiatives that will enhance Employment services for Persons with Disabilities. Sec II will serve as the community point person for referrals to IVRS. This individual will also maintain personnel and confidential files to include new hire packets, HR information, first reports of injury, OSHA and travel records along with maintaining attendance and performance records. The Secretary 2 will also assist in answering a multi-line phone, scheduling appointments, and making arrangements for meetings. Using various software products, (Google, Dragon Dictation, and Excel) will generate reports and serve as a resource for staff related to purchasing, preparation of vouchers, authorizations and claims. The Sec II will coordinate and provide clerical oversight and internal controls for the Human Resource Information System processes (timesheet) for payroll and calendar leave with the supervisor for the Area Office.

Office management duties will include organizing and assigning work to clerical and administrative support staff and reviewing for accuracy. The Sec 2 will evaluate the clerical/secretarial productivity and solve operational problems within the office. Sec 2 will oversee maintenance, orientation, and training for staff on all technology, as well as office procedures and processes including how to input data into the IVRS case management system. They will maintain control of record assignments and follow ups to ensure receipt of information within required and established federal timeframes. Follow up will be needed with staff to ensure work is remaining timely and consistent and this staff member will develop strategies to make work flow more responsive to job candidate needs. Additionally, they will order supplies and materials for the office.

Office responsibilities will include receiving/screening visitors, answering questions and serving as primary resource for solving problems or routing inquiries appropriately. They will open, date stamp and distribute mail along with composing letters, emails and text messages that will require research and interpretation of guidelines and policies. Prior to final drafts being distributed, they will type, proofread, check for accuracy, grammar, spelling and sentence structure on things like correspondence, reports, meeting minutes, etc.

This Secretary 2 will track financial information from projects and grants, resolving discrepancies and providing claims and final reports to the supervisor for approval. Applicant should be comfortable working with third party agencies and IVRS leadership to create efficiencies. Work being submitted by others will also be reviewed for accuracy. Equipment usage and office inventory will need to be monitored and this staff member will maintain contact with the vendor and be able to explain authorization and payment systems. The staff member in this role will provide general information about Vocational Rehabilitation Services to the public and cooperating agencies. Awareness and/or interest in serving Persons with Disabilities is a must.

Some travel may be required.

Minimum Qualification Requirements

Experience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties;

OR

post high school course work in an accredited secretarial, business, or closely related curriculum may be substituted for the required experience on a month-for-month basis;

OR

completion of thirty (30) semester (or equivalent) hours of undergraduate college level course work may be substituted for the one year of required general office experience;

OR

certification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;

OR

employees with current continuous experience in the state executive branch that includes the equivalent of one year of full-time work as a Secretary 1.

For additional information, please click on this link to view the job description.

Additional Qualification Requirements

Typing Requirement: Applicants may be required to have the ability to type 40 wpm net. If included in the Minimum Requirements of this job vacancy, you must provide verification of your typing score prior to the closing date of this vacancy. (Click here for more details about the typing test.)