Administrative Support Assistant 3 - Louisa Co

Full Job Description

The approximately 345 employees of the Iowa Department of Agriculture and Land Stewardship (IDALS) are responsible for a wide range of programs that affect the quality of life of every Iowan.

Both Iowans living on the farm and those in our towns and cities are impacted almost daily by the work of the Department.

The Field Services Bureau seeks to fill the position of Administrative Support Assistant 3. Land stewardship is central to the work of the Department.

The Division of Soil Conservation & Water Quality provides farmers with expertise and funds to help them install practices that preserve our highly productive soil, prevent erosion and protect our critical waterways.

The Department is focused on making sure future Iowans can experience the same high quality of life that past generations have enjoyed in our state.

The Administrative Support Assistant 3 provides administrative and clerical support to the local Soil & Water Conservation District (SWCD), SWCD board members, and field office staff. (requires minimal travel)

Field Office Program Support:

1. Answer multiline phones for all incoming calls and route to appropriate individual/department.
2. Receptionist: Primary contact for all individuals entering the office.
3. Provide customer service and information to the general public for activities related to SWCD district, state cost share programs and federal programs.
4. Assist with contractor meetings for the district. Prepare agenda, meeting materials and related mailings.
5. Prepare news releases and disseminate appropriately.
6. Assist staff and commissioners in preparing and submitting travel reimbursement requests.
7. Maintain adequate supply of handout information, brochures and job sheets
8. Process and distribute all incoming mail. Prepare outgoing mail for delivery.
9. Maintain files for all state and federal correspondence, directives, bulletins, updates, policy and procedure changes, and related case files.
10. Provide program and financial incentive information for WQI, REAP, IFIP, Buffer Initiative, Watershed Programs and other state programs.
11. Prepare IDALS quarterly reconciliations and reports.
12. Process and enter applications, amendments, maintenance agreements, and cost share payments into the Financial and Reports Management System (FARMS).
13. Work collaboratively with IDALS to ensure prompt and accurate payment to producers.
14. Maintain accurate financial ledgers for State and District Program funds (for audit).

District Activities:

1. Maintain accurate ledgers including but not limited to equipment rental, private fundraising activities, contracts, grants, and all other private and public funds received or managed by the SWCD.
2. Confer with the District Chair on upcoming activities, meetings, district policy and priorities.
3. Prepare invoices and documents for accounts payable for the SWCD Board.
4. Organize source documents and reports for SWCD Board reconciliation and review.
5. Collect and assemble documentation needed for annual SWCD and State audits.

Prepare SWCD meeting agendas and post 24 hours in advance of board meeting.

Take and prepare official meeting minutes for approval by SWCD board and distribute within 7 days after approved by SWCD board per DSCWQ policy.

Per DSCWQ policy, prepare monthly treasurer's report for SWCD board and upon approval distribution.

6. Forward correspondence received in office to SWCD Board members concerning action alerts, legislation, upcoming meetings and state and national association information. Ensure correspondence from the Iowa Department of Agriculture and Land Stewardship (IDALS) is presented to the SWCD board.
7. Maintain inventory of district and state-owned equipment.
8. Assist the SWCD board with developing and organizing information for funding opportunities.
9. Coordinate and assemble newsletters and annual reports.
10. Assist SWCD board with poster contest preparation. Work with contest judges and arrange for SWCD presentation of awards to contest winners.
11. Assist SWCD board with scholarship programs. Receive scholarship applications for SWCD board's selection of District winners and Conservation Districts of Iowa (CDI) finalists, forward on to CDI Regional Director prior to deadline.
12. Assist SWCD Board with the development of applications and forms to the Iowa Soil Conservation Awards Program (ISCAP) and other recognition programs sponsored by IDALS and other partners.
13. Renew annual bulk mail permit.
14. Adhere to IDALS ethical and financial policies and programs guidelines.

Natural Resources Conservation Service (NRCS):

1. Maintain NRCS inventory of equipment and property and submit to area office.
2. Order repair of office equipment when necessary.
3. Submit monthly postage and copier reports to area office.
4. Maintain adequate inventory of all office supplies. Order from approved sources per NRCS policy.
5. Develop and maintain a log of complaints, receipt of service, appeals, “whistle blowers”, and Farm Service Agency (FSA) county committee status reviews if requested by District Conservationist (DC).
6. Assist DC in notifying producers of yearly status reviews and scheduling field office visits. Forward status review results to producers.
7. Develop and maintain VIP list of federal, state and local elected officials, representatives of environmental groups and agricultural organizations, FSA county committee, county engineer and cooperating agencies and contacts.
8. Assist with outreach programs for the district and NRCS. Prepare publications, power points, etc. for presentation.
9. Assist NRCS with administrative duties for Federal programs including but not limited to EQIP, CRP, and CSP.
10. Provide support to field staff in an effort to uphold the mission of the partnership.

Training:

1. Work with IDALS Field Representative and DC to seek and complete training that enhances skills and abilities.
2. Attend IDALS and NRCS meetings including; statewide, area, regional, online webinars, and conference calls.
3. Complete IDALS and partner requirements to maintain computer access and job certification.

Job offer will be subject to satisfactory completion of a Federal background investigation and/or fingerprint check.

Applicants may attach a cover letter and resume to their application. Application materials can be uploaded in the Attachments Section during the application process.

As an employee of IDALS you are a State of Iowa employee and eligible for a comprehensive benefits package that includes:

• Low out of pocket, high quality family medical insurance as low as $205.00 per month, single as low as $61.00 per month
• Dental insurance is free for single and $46.00 per month for family coverage
• $20,000 basic life insurance at no cost, voluntary supplemental life for an additional cost, and long term disability insurance at no cost
• Exceptional retirement package includes IPERS (Iowa Public Employee Retirement System) which is a fixed income or defined benefit pension plan
• In addition to IPERS a deferred compensation plan (similar to a 401K) with a state match of up to $75.00 per month
• Paid leave includes – 9 holidays, sick, vacation, military leave, and jury duty leave

To learn more about benefits available as a State of Iowa Employee click here benefits to visit the web page.

E-Verify and Right to Work
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. 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