Administrative Assistant 2

Full Job Description

The Department of Administrative Services (DAS), Division of Fleet Services, is seeking an Administrative Assistant 2 to join our team.

Fleet Services supports Executive Branch vehicle programs, including vehicle purchasing, motor pool operations, self-insurance, and inventory management.

The division works to ensure fleet-related activities and expenditures are processed accurately, efficiently, and in accordance with statewide safety, accountability, and compliance standards.

This position provides administrative and operational support for daily fleet services activities, including coordinating motor pool operations, assisting with vehicle replacement planning, processing invoices, and supporting general fleet operations.

Schedule: Full-time, Monday-Friday, 8:00 a.m. - 4:30 p.m

Essential Functions:

• Provide administrative coordination for statewide fleet operations, including vehicle maintenance scheduling, billing, registration, and compliance with state procurement requirements.
• Compile and assist with fleet utilization, cost, and billing reports for DAS Finance and agency leadership.
• Assist with motor pool vehicle replacement planning by compiling data and supporting lifecycle cost reviews.
• Process confidential vehicle registration and license plate documentation, including undercover and specialty vehicles, in coordination with the Department of Transportation.
• Serve as a primary point of contact for agencies and vendors by responding to inquiries, resolving routine to moderately complex service or billing issues, and escalating issues as appropriate.
• Manage and maintain the motor pool reservation system, including vehicle tracking, reservations, billing records, and data accuracy.
• Coordinate roadside assistance activities, including arranging towing, repairs, and alternate transportation to support continued agency operations.
• Participate in process improvement and system enhancement efforts by documenting procedures and assisting with workflow updates.
• Review fleet invoices and service documentation for accuracy and completeness prior to payment processing, ensuring required approvals and contract terms are met.
• Perform in-person vehicle check-ins, inspections, and exchanges, including working outdoors in varying weather conditions.

Desired Knowledge, Skills, and Abilities:

This position requires initiative, organization, and attention to detail, with the ability to:

• Provide courteous, professional customer service to employees, agencies, and vendors.
• Understand and follow confidentiality, security, and record-handling requirements.
• Organize and prioritize work to meet deadlines and established performance expectations.
• Work effectively and cooperatively in a team-based environment.
• Maintain reliable attendance and punctuality.
• Apply problem-solving and critical-thinking skills while working under general supervision.
• Use independent judgment within established policies and procedures while demonstrating integrity, discretion, and a strong work ethic.

Benefits:

At the State of Iowa, we are committed to your well-being. As a valued team member, you'll enjoy a comprehensive benefits package that includes:

• Paid Time Off: Enjoy vacation with accruals that rollover on a yearly basis, sick leave with no limits on accrual and 9 paid holidays per year.
• Great Benefits: Excellent Health, Dental, and Vision Insurance Options.
• Retirement Plan: IPERS Retirement package and an option for a deferred compensation plan.
• Flexibility: Flexible Spending Accounts (medical and dependent care).
• Life Insurance: Free Life Insurance.
• Support: Employee Assistance Programs and Employee Discount Programs.

To learn more about the benefits of working with the State of Iowa, visit our benefits webpage.

E-Verify and Right to WorkThe 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:

Graduation from an accredited four-year college or university with a bachelor's degree in any field, and experience equal to one year of full-time administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) or technical support work (e.g., determining budget, personnel, and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness).

A total of five years of education and/or full-time experience (as described in number one) where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience.

Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as an Administrative Assistant 1.For additional information, please click on this link to view the job description.