Administrative Assistant

Job Description

Join Iowa Workforce Development as an Administrative Assistant 1 in our Workforce Services division, located at 1000 E Grand Ave., Des Moines, IA. This position will provide administrative support for federal and state workforce training and education programs administered by the division.

Iowa Workforce Development (IWD) is a state agency dedicated to providing exceptional employment services and connecting employers with skilled workers. With a strong focus on continuous improvement and aligning services with workforce demands, IWD offers comprehensive support to job seekers and employers through a statewide network of Iowa WORKS Centers.

In this role, you’ll serve as the primary point of contact for all customer inquiries and complaints related to workforce service programs, providing accurate and timely responses. Communicate program overviews and procedures clearly through both verbal and written communication to employers, clients, agents, and partner organizations.

• Develop and provide recommendations on process improvement strategies and procedures to streamline and enhance customer service.
• Work with other program personnel – program coordinators, quality assurance, workforce advisors and managers – to track and implement program policy and procedure.
• Serve on work groups to provide recommendations on the development and implementation of web‑based software that is compliant with regulations and guidance issued by U.S. Department of Labor (DOL) and/or Iowa Health and Human Services (HHS).
• Monitor computer systems to ensure they work as expected.
• Track and monitor timely submission of documentation from employers, clients, and other appropriate external entities.
• Escalate emerging issues to leadership and recommend appropriate resolution.
• Review and process financial reimbursement requests for programs administered by IWD.
• Validate submitted financial and programmatic documentation and prepare requests for additional information to ensure grant compliance.
• Process electronic financial documentation and update/maintain spreadsheets, records, and documents.
• Monitor grant awardee progress toward grant goals and ensure program expenditures meet grant requirements and stay within budgets.
• Interpret files, policies, and regulations for federal and state grant compliance guidelines.

Along with the core responsibilities you will use agency and non‑agency computer systems to enter and look up application and program information. Keep records up to date by organizing, filing, and storing documents as required. Perform basic office tasks such as word processing, managing files and records, and assisting with forms while following standard office procedures. Other duties as assigned. Some travel may be required.

• Friendly, professional assistance to customers and staff—both in person and over the phone.
• Clear communication skills (written and verbal) with grant awardees, agency leadership, and external stakeholders.
• Collaboration – build positive working relationships with coworkers, clients, employers, and community partners.
• Integrity – handle confidential information responsibly and professionally.
• Organizational skills with attention to detail.

• Excellent health, dental, and vision insurance.
• Generous paid time off, including nine paid holidays, vacation, and sick leave with no cap on sick‑leave accrual.
• IPERS retirement package, plus optional deferred compensation retirement plan.
• Flexible Spending Accounts for medical and dependent care.
• Free life and long‑term disability insurance with the option of purchasing additional coverage.
• Employee Assistance Programs and discount programs for support.

Full‑time | Monday – Friday | 8:00 AM – 4:30 PM. Hybrid telework and alternate schedules available after six months of employment.

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 E‑Verify. The State of…