Administrative Assistant 2

This position is located at 1963 Bell Ave, Des Moines, with teleworking available two days per week.

Responsibilities

• Volunteer toll-free help line/email
  • Provide courteous, competent, and professional support to SHIIP/SMP volunteers calling the dedicated toll-free telephone line.
  • Answer questions about technical Medicare subjects.
  • Research technical questions, compile or compose responses, and follow up as appropriate.
  • Route advanced inquiries to appropriate staff and alert the Director of trends in inquiries, actual or potential problems experienced by callers.
  • Respond to volunteer and sponsor e-mails submitted to the main inbox and forward e-mails to other staff as appropriate.
• Online Training Lead
  • Construct online training structures for staff and volunteers using the learning management system and content provided by the Staff Trainer.
  • Manage training modules, publish, develop instructions for users, test new modules, assist with evaluation of modules, and publish updates.
  • Provide troubleshooting and technical support for staff and volunteers for online training.
  • Manage new volunteer registrations for online training and monitor/document progress.
  • Provide technical support for online webinars and meetings (set up and manage webinar meeting room).
  • Analyze technology needs and recommend technology applications for training and program management, and help implement the use of new technology.
  • Advise the Director on technology problems/issues.
• Office Skills/Management
  • Secure bids, handle printing orders, and track orders.
  • Find locations for off-site trainings and special events; secure agreements/contracts for locations; and prepare training packages.
  • Manage email distribution lists.
  • Create and revise online secure documents as needed.
  • Create and manage the site contact list.
  • Manage volunteers in state and federal systems.
  • Manage/coordinate special projects and other duties as assigned by the Director.
• Recordkeeping, Statistics, and Data Entry
  • Perform data entry.
  • Manage program databases, including activating new users and sites.
  • Manage the resource database.
  • Review and address data upload errors between local and national databases.

Skills

• Attention to detail
• Strong written and verbal communication skills
• Ability to navigate a variety of software applications and to learn new programs/systems
• Willingness to learn from staff and volunteers to build Medicare subject matter knowledge
• Able to work well in a team setting
• Able to manage multiple projects simultaneously and adjust task lists as priorities change
• Works well in a busy environment
• Flexibility

Requirements

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 above) 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.

Benefits

• Iowa Public Employees Retirement System (IPERS)
• Health, Dental, and Vision Insurance
• Vacation Leave
• Sick Leave
• Paid Holidays (11 days/year)
• Flexible Spending Accounts
• Life Insurance
• Long-Term Disability Insurance

The State of Iowa participates in E-Verify and complies with federal Right to Work laws.