Administrative Support Assistant - Field Operations

Position: Administrative Support Assistant 3 - Field Operations
Only applicants who meet the Minimum Qualification Requirements and meet all selective requirements (listed below) will be placed on the eligible list.

Administrative Support Assistant 3 - Field Operations

Iowa Department for the Blind

The Iowa Department for the Blind (IDB) is seeking a highly organized, detail-oriented, and collaborative Administrative Support Assistant 3 to join our Field Operations team. In this advanced administrative support role, you will serve as the senior administrative support person for Field Operations and provide confidential, high-level support to Vocational Rehabilitation (VR) Program Administrators and staff.

This position plays a critical role in supporting IDB's mission to empower Iowans who are blind or low vision by ensuring efficient office operations, maintaining accurate case documentation, coordinating workflow processes, supporting reporting functions, and assisting staff and clients with responsive customer service.

Only applicants who meet the Minimum Qualification Requirements and all selective requirements (listed below) will be considered.

What You'll Do

Administrative Operations & Office Management

* Serve as the senior administrative support person for Field Operations.

* Coordinate and manage clerical operations and administrative workflow processes.

* Provide training and guidance to new administrative support staff.

* Schedule trainings for new VR counseling staff.

* Recommend workflow and process improvements to increase office efficiency and responsiveness.

* Schedule, organize, attend, and take minutes for management and team meetings.

* Schedule appointments, travel, trainings, meetings, and assist with accommodations.

* Monitor office equipment usage and maintain office supply inventory.

* Order office supplies and materials as needed.

* Open, sort, and distribute incoming mail.

* Type, proofread, and prepare reports, correspondence, meeting minutes, and related documents for accuracy and professional quality.

Customer Service & Staff Support

* Receive visitors and telephone calls and serve as a primary resource for questions, problem solving, and routing inquiries appropriately.

* Serve as a resource for staff regarding purchasing procedures, vouchers, authorizations, claims, and administrative processes.

* Coordinate communication with internal staff, vendors, service providers, and community partners to support efficient operations.

* Assist management in identifying and resolving workflow issues and escalating unresolved concerns when necessary.

Case Management & Reporting Support

* Assist with administrative support functions for Vocational Rehabilitation Field Operations, including processing case notes, correspondence, forms, and reports.

* Ensure the quality and accuracy of electronic documents and paper case files.

* Maintain control of client assignments and monitor timelines to ensure timely receipt of required information and documentation.

* Review client records and documentation to ensure compliance with federal, state, and agency requirements.

* Assist with data gathering, tabulation, research, and reporting activities.

* Generate reports including case review reports, status summaries, and case cost projection reports using various software systems.

* Maintain personnel, attendance, performance, and confidential files.

Special Projects & Team Coordination

* Perform and supervise completion of special projects under the direction of the VR Program Administrator.

* Assist with projects such as data searches, mass mailings, training preparation, and records management.

* Collect, maintain, and organize records and documentation to support accurate and timely reporting.

* Prepare closed cases for storage according to established procedures.

* Provide reading assistance for blind staff and consumers as requested.

* Prepare accessible documents for distribution.

* Perform additional duties and special projects to support smooth department operations.

Why Join IDB?

At the Iowa Department for the Blind, you'll be part of a mission-driven team dedicated to creating opportunities and promoting independence for Iowans who are blind or low vision. Your work will directly support individuals on their path toward employment, independence, and success while contributing to a collaborative and supportive workplace culture.

Important Note

The Department for the Blind conducts background checks on all finalist candidates prior to any offer of employment.

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.

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