Administrative Support Assistant 3

About the role

This position plays an important role in ensuring the accuracy, completeness, and confidentiality of Iowa’s vital records. Working closely with the Legal Actions Supervisor and Bureau Chief, this position reviews, processes, and validates legal and statistical documents, supports vital records maintenance, and communicates with stakeholders to ensure compliance with Iowa Code and Administrative Rules.

Responsibilities

• Accept and review dissolution of marriage reports to ensure accuracy and completeness, enter data into the Iowa Vital Events System (IVES), and reject incorrect reports when necessary.
• Collect, review, and enter Induced Termination of Pregnancy (ITOP) reports into IVES, reject incomplete submissions, and create provider codes for new providers.
• Perform the Birth/Death Match process to ensure in-state and out-of-state birth and death records align accurately. Conduct manual “fuzzy” matching and contact other jurisdictions when additional verification is needed.
• Complete infant birth/death matching and follow up when a death record has not been filed within required timelines.
• Support vital records archival functions, including document inventory, storage protocol adherence, and collaboration on digital archiving activities.
• Prepare certified copies of vital records following legal changes, ensuring compliance with confidentiality requirements, Iowa Code, and administrative rules.
• Apply entitlement and legal action requirements accurately when processing requests.
• Complete special projects and other duties as assigned.

Legal Actions Support

• Assist with death registration activities and amendments or modifications to vital records.
• Provide consultation to parents, attorneys, clerk of court staff, hospital personnel, government agencies, and the public regarding legal actions and the application of Iowa Code and Administrative Rules.
• Communicate clearly and professionally, both verbally and in writing, with individuals and agencies involved in legal action processing.

Benefits

Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a comprehensive benefits package designed to support your well-being and professional growth:

• Health, Dental, and Vision Coverage: Health and dental insurance packages to keep you and your family healthy at a low cost with outstanding coverage!
• Paid Time Off: Take time to recharge with paid time off, including vacation (96 hours/year to begin, increasing with years of service), sick leave (144 hours/year), and paid holidays (9 days/year).
• Retail Plans: Participate in retirement plans such as IPERS (employees contribute 6.29% and the State of Iowa contributes 9.44%) as well as our Retirement Investors Club (RIC), Employer Sponsored Retirement Plan (the State of Iowa matches dollar for dollar up to $75/month).
• Flexible Spending Accounts: Take advantage of flexible spending accounts for medical and dependent care expenses.
• Insurance Coverage: Benefit from life insurance and free long-term disability insurance for added peace of mind.
• Employee Assistance Program: Access resources and support through our Employee Assistance Program for personal and professional challenges.
• Employee Discount Programs: Enjoy discounts on a variety of goods and services through our employee discount programs.

Background Checks

Applicants will be required to complete a background check to be considered for this position. The State of Iowa is an EEO/AA Employer HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the DHS system to apply. Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD).