Administrative Assistant

Full Job Description

Only applicants who meet the Minimum Qualification Requirements and meet all selective requirements (listed below) will be placed on the eligible list.

The Department of Natural Resources encourages all applicants to upload a current resume and cover letter to their online application.

The Iowa Department of Natural Resources is seeking a highly organized and detail-oriented Administrative Assistant 1 to provide critical administrative and program support to the Wastewater Engineering and Water Supply Engineering Sections.

This position plays a key role in ensuring the timely processing of wastewater and drinking water construction permits and State Revolving Fund (SRF) projects in accordance with state and federal regulations.

The Administrative Assistant serves as the central intake and tracking point for engineering project submittals, permit fees, correspondence, and records management.

This role works closely with engineers, SRF coordinator, field offices, consulting engineers, funding partners, and the public to support Iowa’s water and wastewater infrastructure programs.

Essential Functions

• Track, process, and manage municipal and industrial wastewater and drinking water construction permit applications and supporting documentation.
• Perform completeness reviews of incoming project submittals for compliance with program requirements and state rules.
• Enter, update, and maintain project data in web-based databases, including wastewater project management systems and the WWISARD database.
• Manage intake, reconciliation, and tracking of construction permit fees, including credit card payments and orphan fee resolution.
• Coordinate outgoing correspondence, approvals, construction permits, change orders, addenda, variances, and completion certificates.
• Maintain electronic and paper project files in compliance with DNR, SRF, and electronic records management requirements (OpenText).
• Coordinate records management activities for the Clean Water State Revolving Fund (CWSRF) and Drinking Water State Revolving Fund (DWSRF) programs.
• Communicate professionally with applicants, consulting engineers, SRF staff, Iowa Finance Authority, field offices, public officials, and the public.
• Assist with preparation of program reports, surveys, audits, and annual state and federal reporting requirements.
• Support administrative operations including travel reimbursement processing, procurement, scheduling meetings and trainings, and responding to program inquiries.
• Assist section leadership with budget tracking, procurement coordination, and workflow/process improvements.

Critical Job Competencies

• Administrative & Organizational Skills: Ability to manage high volumes of project data, deadlines, and records with accuracy and consistency.
• Regulatory Knowledge: Working knowledge or ability to learn wastewater and drinking water permitting requirements, SRF programs, and state/federal policies.
• Data & Records Management: Proficiency with databases, electronic records systems, spreadsheets, and document tracking.
• Communication Skills: Strong written and verbal communication skills with the ability to interact professionally with technical staff, stakeholders, and the public.
• Attention to Detail: High level of accuracy in data entry, fee reconciliation, document review, and records retention.
• Customer Service Focus: Ability to respond to inquiries, resolve issues, and support applicants and internal staff in a timely and professional manner.
• Problem Solving & Initiative: Ability to identify issues, investigate discrepancies, and recommend or implement solutions within established procedures.
• Collaboration & Flexibility: Works effectively as part of a team while independently managing assigned responsibilities.
• Computer & Technical Skills: Proficiency in word processing, spreadsheets, databases, and web-based systems; experience with electronic records management preferred.

What You Get From Us:

• A competitive pay plan and rewarding work.
• Insurance benefits that start the first of the month following 30 days of employment.

(Premiums can start as low as $64/month for single and $210/month for family coverage).

• Separate vacation and sick leave accruals that start on the first day and can roll over annually.
• Nine paid holidays/year.
• Iowa Public Employee Retirement System (IPERS) retirement package with employer match.
• Optional deferred compensation (457/401A) plan with employer match.
• Professional training opportunities.
• Family friendly and professional work environment.
• Employee Discount Programs (vision, cellular, fitness, recreation, season passes, travel, counseling)

• The State’s total compensation package features benefits that are worth about 30% of your total compensation. For a list of additional benefits, please visit the DAS website for more information.

• Flexible work schedules (as approved by the supervisor).
• Opportunities for hybrid telework (as approved by the supervisor).
• Workout/Gym facilities available onsite at 6200 Park Ave.

Comments

The starting salary for new state (Executive Branch) employees is expected to be at the base of the pay range.

Additional salary increases may occur after the first six months, and then annually (if applicable).

The State’s total compensation package features an outstanding set of employee benefits that are worth about 30% of your total compensation. Visit the DAS website for more benefit information.

Ensure you are kept up-to-date of this position by checking your email regularly for emails from info@govermentjobs.com. This is a system generated email from the DAS application system and it may be sent directly to your Junk/Spam folder.

DNR Application Tips

For more information about DNR Employment Opportunities and position specific notices, please visit the DNR Employment website.

The State of Iowa is an Equal Employment Opportunity Employer.

Iowa DNR Mission

To conserve and enhance our natural resources in cooperation with individuals and organizations to improve the quality of life in Iowa and ensure a legacy for future generations.

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

Requirements

916 Electronic Records Management The equivalent of six months of full-time experience performing records management functions including the creation, organization, maintenance, administrative use, security, public accountability, storage, retention, conversion of paper documents to digital formats and digital to digital functionality.

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.