Administrative Support Assistant

Administrative Support Assistant 2

The Iowa Department for the Blind (IDB) is seeking an organized, problem-solving, detail-oriented, and collaborative Administrative Support Assistant 2 to join our Independent Living team. In this administrative support role, you will serve to support a dynamic team of Independent Living (ILIV) Case Managers-Rehabilitation Teachers as well as the ILIV Program Administrator, where our focus provides training and other support to Independent Living and Vocational Rehabilitation clients of our agency.

This position requires someone with experience or operation who can provide a level of moderate complexity to support the team. The position is available Monday through Friday from 8 AM to 4:30 PM.

What You'll Do:

30% Administrative Operations & Office Management

• Serve as the Administrative Support Assistant for Independent Living Case Managers-Rehabilitation Teachers, Program Administrator and other program staff.
• Assists to ILIV Program Administrator in coordinating the activities of the Independent Living Quarterly Forum.
• Coordinate and manage clerical operations and administrative workflow processes.
• Schedule division staff meetings, reserve meeting rooms and assists to schedule employee or other related trainings, and book team member calendars.
• Cancel appointments for ILIV Case Managers-Rehabilitation Teachers and/or Program Administrator's or other program staff when unavailable or unable to make their own cancellations.
• Schedule, organize, attend, and take minutes for management and team meetings.
• Assist with booking staff hotels accommodations as requested.
• Review first level of bi-weekly payroll timesheets and other related processes, as requested.
• Monitor office equipment usage and maintain office supply inventory.
• Recommend office supplies, materials, personal protective equipment, and first aid supplies including those needed by field staff.
• Procure office supplies, materials, personal protective equipment, and first aid supplies in a timely manner and where applicable disseminate to field staff.
• Order authorized aids, devices and equipment as authorized by ILIV Case Managers-Rehabilitation Teachers.
• Test all authorized aids, devices, and equipment necessary for any defects, notifying vendor where applicable.
• Maintain aids, devices, and equipment inventory records through invoice tracking.
• Distribute orders to field staff timely.
• Code then submits invoices to the Accounting Division for timely processing.
• Open, sort, and distribute incoming division mail.
• Type, proofread, and prepare reports, correspondence, meeting minutes, and related documents for accuracy and professional quality.
• Assist in contacting all support groups on the IDB website to validate information is updated annually.
• As requested, assist ILIV Program Administrator with special projects and mass mail outs projects.

30% Case Management & Reporting Support

• Assist with administrative support functions for Independent Living program.
• Monitor confidential fax line for eye reports.
• Ensure ILIV Case Managers and Rehabilitation Teachers have an adequate supply of application packets.
• Process and assign referrals, document case actions through case notes, send Next Steps letters, review Independent Living Plans for accuracy and completeness, and process correspondence, forms, reports and case files, in a timely manner.
• Assist with review of client records and documentation to ensure compliance with federal, state, and agency requirements, when requested.
• Assist with some data gathering, tabulation, research, and reporting activities.
• Send out client survey forms.
• Maintain confidential files for clients served.
• Report any malfunctions related to case management system timely for resolution.
• Serve as a primary resource for questions, problem solving, and routing inquiries appropriately.

25% Customer Service & Staff Support

• Provide quality customer service internally and externally, utilizing all relevant professional skills, including, but not limited to, language and computer skills.
• Receive any walk-in visitors and telephone calls.
• Serve as a primary resource for questions, problem solving, and routing inquiries appropriately.
• Serve as a resource for staff regarding purchasing procedures, 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.
• Rotate front desk duties weekly, as scheduled.

15% Professional Conduct

• Works with integrity, exhibit professional and respectful behavior to staff, customers, and the public. This includes exhibiting a positive attitude, being dependable, and maintaining cooperative and productive relationships with co-workers, supervisors, and subordinates.
• Responsible and reliable in attendance.
• Special assignments as assigned for the achievement of agency goals and objectives.
• Other…