Administrative Assistant 1

Full Job Description

Iowa Department of Transportation’s Mission is Making Lives Better Through Transportation.

To accomplish our Mission, the person selected for this position will demonstrate actions and behaviors guided by the Iowa Department of Transportation’s five CORE values: Safety First, People Matter, Customer Focused, Servant Leadership, and Integrity Without Exception.

Location: 800 Lincoln Way, Ames, IA 50010

Shift Requirements: 9:30 am – 6:00 pm M-F, travel on occasion

As an Administrative Assistant I your duties will include, but are not limited to:

Front Desk & Visitor Services

• Serve as the first point of contact at the main entrance of DOT Headquarters, welcoming visitors and directing them to their destinations.
• Manage visitor badging, maintain the visitor management system, and verify identification and visit purpose in accordance with security protocols.
• Notify DOT staff of visitor arrivals and coordinate chaperoning when required.
• Answer and route incoming calls professionally.
• Assist with scheduling and logistical support for public meetings.

Administrative Support

• Provide general administrative support to the Resources and Acquisitions Bureau, including Procurement, the Customer Response Team, Architectural Services, Equipment Services, Facility Management, Maintenance Repair, and Custodial Services.
• Maintain accurate procurement records, ensure documentation compliance, communicate updates to stakeholders, and coordinate vendor meetings and site visits.
• Assist with tracking statewide contracts, verifying and processing invoices, managing change orders, and updating contract funding.
• Serve as an internal customer service contact by addressing concerns, generating and dispatching work orders, and tracking facility-related issues.

Systems & Recordkeeping

• Maintain detailed logs related to work orders, key tracking, HVAC, elevator operations, fire and security events, 911 calls, and safety huddles.
• Manage administrative functions of the DOT badging system, ensuring accurate access for staff, contractors, and visitors.
• Support vendor coordination by gathering vendor information, resolving invoice discrepancies, maintaining communication updates, and assisting with vendor registration in the DOT bidding system.

As a State of Iowa employee, you will be eligible for the following benefits:

We encourage you to view more about the State of Iowa Employee benefits and costs at the State of Iowa Employee Benefits Website!

You have the freedom to flourish in Iowa – Apply now!

The Iowa Department of Transportation is an equal-opportunity employer.

If you require a reasonable accommodation in completing any screening, interviewing, pre-employment testing, or otherwise participating in the selection process, please direct your request to the Affirmative Action & Equal Employment Opportunity (AA/EEO) Officer at: aa-eeo@iowadot.us

Reasonable accommodation such as interpreter, translator, written materials, modified equipment/devices, ADA access, etc. This does not include scheduling needs.

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees.

Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States.

The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization.

For more information, please visit www.e-verify.gov

Qualifications

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

1. Graduation from an accredited four-year college or university with a bachelor's degree in any field.
2. A total of four years of education (as described in number one) and/or full-time experience in accounting, secretarial, or office support work collecting, compiling, reporting, examining and/or editing numerical data; coding and qualifying people for benefits, licenses, or other transactions; preparing and keeping budgetary accounts and projections; organizing and implementing office support operations; advising on procedural processes; or other work that provided direct support and exposure to substantive agency programs, where one year of full-time experience is equal to 30 semester hours of education.
3. Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as a Secretary 2, Clerk Specialist, Public Service Supervisor, Accounting Technician (any level), Purchasing Assistant, or Human Resources Technical Assistant

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