Administrative Assistant

The Iowa Department of Health and Human Services (HHS), Division of Community Access, Bureau of Collections is seeking an Administrative Assistant 1 to join our team!

The Iowa Department of Health and Human Services (HHS), Community Access and Eligibility Division, Child Support Services, is seeking an Administrative Assistant 1 to join our Cedar Rapids team to help Iowa families successfully navigate the child support process. As part of our team, you will play a crucial role in establishing, enforcing, and monitoring child support and medical support orders, as well as encouraging families to provide financial and emotional support for their children.

The Administrative Assistant 1 position provides legal support to office attorneys. Some of the duties include the preparation of files for hearings, preparing legal correspondence, typing legal documents, preparing, assembling, and sending documents for legal process service, maintaining electronic and hard copy legal files, uploading and filing documents with the Clerk of Court using an electronic filing system, managing attorney calendars, as well as other legal support duties as assigned.

This position requires strong customer service skills and the ability to communicate with a variety of community partners including human service agencies, attorneys, clerks of court, county sheriffs, employers, corrections, and other related entities to achieve the goals of the Child Support Program.

Responsibilities include performing specialized clerical duties with an emphasis on legal support. Provides information and responds to questions from case parties. Assists Case Managers and Attorneys with establishment and enforcement tasks. May assist with location duties by utilizing the internet, databases, and various automated systems. The position requires a highly motivated, organized individual with excellent written and verbal communication skills, and significant proficiency in Microsoft office programs (e.g., Excel, Word, Outlook), Adobe, and a wide array of computerized child support functions.

Experience/aptitude for learning and using multiple electronic systems is critically important for success in this position.

In addition, candidates must have the ability to:

• Manage assigned case work and demonstrate critical thinking skills required to complete tasks independently.
• Knowledge of basic office practices, legal forms and format, the maintenance of complex records and the use of guides and reference materials.
• Prepare motions, letters, and legal documents for office attorneys.
• Prepare legal files for attorney use in Court.
• Organize and maintain files and records of a confidential, complex, or otherwise sensitive nature.
• Ability to follow complex oral and written instructions accurately and efficiently.
• Display a high level of initiative, effort and commitment towards completing assignments efficiently. Work with minimal supervision. Demonstrate responsible behavior and attention to detail.
• Read and comprehend complex instructions including federal, state, and local laws, policy and procedures applicable to the Child Support Program and apply it to child support casework.
• Comprehend and adhere to the confidentiality provisions stated in the Code of Iowa.
• Produce work that requires extreme accuracy.
• Prioritize tasks and time to meet established performance goals and critical deadlines.
• Perform mathematical calculations needed to accurately reflect support obligations.
• Interact with employees and customers in a manner consistent with quality customer service delivery.
• Resolve problems/issues by using good listening and positive conflict resolution skills.
• Adjust and adapt to work pressures, change or difficult situations impacting people or groups without unusual stress reactions.
• Maintain high attendance as excessive absenteeism negatively impacts the Child Support Program.
• Work productively in a team environment. The ability to manage group processes; encourages and facilitates cooperation, pride, trust, and group identity, fosters commitment and team spirit; works with others to achieve goals.
• Accurately enter, retrieve, file, generate and correct case folders and/or information from ICAR and various data base systems.
• Accurately sort and scan physical mail; index and retrieve electronic mail from an electronic mail system.
• Write clear, concise, and accurate letters that are grammatically correct.
• Travel occasionally when work is required outside of the office.

• 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).
• Retirement 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…