Administrative Support Assistant 3

Full Job Description

As Administrative Support Assistant 3, you are the central point of coordination for our staff.

This role is a blend of high-level clerical coordination, data management, and public-facing communication.

You will support case managers and management by managing critical legal filings, maintaining the ICON database, and ensuring that the day-to-day operations of the office remain efficient and compliant.

In addition to supporting case managers and management, you will support the fiscal and administrative staff by preparing and reconciling transactions related to the district’s residential fiduciary account, while maintaining accurate records in the ICON Banking and Fee System databases.

Key Responsibilities

• Front-Line Coordination: Act as the first point of contact for clients and community members; manage the telephone switchboard and accurately document client communication for both field and residential work units.
• Data & System Management: Perform precise data entry in ICON; serve as the central coordinator for EDMS and e-filing notifications, serve as the ICON Master Trainer and expert, perform essential tasks in the ICON Banking database, perform comprehensive reviews of complex data from various sources including EDMS, Iowa Courts Online, IOWA/NCIC, and ensure all legal documentation is screened and processed.
• Operational Support: Maintain control records for assignments, projects, and reports (including PSI assignments, staff meeting notes, staff directory), manage incoming/outgoing mail and phone calls, coordinate electronic document transfers/submissions with the Clerk of Courts in each County, obtain certification from IOWA/NCIC to access confidential information, prepare and reconcile various transactions for the residential fiduciary account (including prepare deposits and take to the bank, print checks, and maintain accurate client statuses in ICON Banking) and process client payments in the Fee System database.
• Document Control: Proofread, transcribe, and review reports for accuracy before filing; compose standardized responses to routine inquiries and gather statistical data for reporting.
• Team Development: Assist case managers with data entry issues and participate in the onboarding and training of new administrative support assistant staff. Develop and implement periodic staff ICON training for common errors that result in help desk tickets.

What You’ll Bring

• Integrity: Absolute ability to maintain high levels of confidentiality regarding sensitive client information.
• Precision: An eagle eye for detail, especially when proofing reports, managing legal filings and data entry.
• Proactive Nature: You are self-driven and able to manage multiple "moving parts" without letting tasks fall through the cracks.
• Adaptability: A positive attitude and a willingness to stay flexible in an environment that is often subject to change.
• Technical Savvy: Comfort with database management and standard office software.

What We Offer

Join a team-oriented, positive work environment where your contributions are valued. Our comprehensive benefits package includes:

• Retirement: Iowa Public Employees' Retirement System (IPERS) and optional 457 savings plan with employer contributions.
• Health & Wellness: Excellent affordable health, dental, life and vision insurance.
• Time Off: Generous paid holidays, plus accrued vacation and sick time.
• Discounts: Access to various employee discount programs.

Hours: Monday – Friday: 8:00am to 4:30pm, some travel required

New Hire training: Two (2) weeks of offsite training.

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:

1. Two years of full-time work experience in general office, clerical, data entry/processing, or related work.
2. A total of two years of education and/or full-time experience (as described in number one), where thirty semester hours of accredited college or university coursework in any field equals one year of full-time experience.
3. Current, continuous experience in the state executive branch that includes six months of full-time work as an Administrative Support Assistant 2 or eighteen months of full-time work as an Administrative Support Assistant 1.

For more information click on this link to view the job description