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Secretary 2 (Receptionist)

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Secretary 2 (Receptionist)

Salary

$40,289.60 - $58,988.80 Annually

Location

Des Moines - 50313 - Polk County, IA

Job Type

Full-time

Job Number

25-02963

Agency

282 Iowa Department of Education

Opening Date

04/23/2025

Closing Date

5/22/2025 11:59 PM Central

LinkedIn Tag

#LI-POST

Point of Contact

[email protected]

To Apply

To ensure full consideration for this position, all requested materials must be completed and uploaded through the NEOGov online application process.

+ Description

+ Benefits

+ Questions

Job Description

Secretary 2 - Receptionist

Iowa Department of Education’s mission is ensuring all students experience a world-class education. To accomplish our mission, we need talented, passionate people working together to build an excellent education system that empowers all students to achieve their full potential.

Do you enjoy interacting with and helping others? Customer-centric and supportive work? If yes, look no further. We have a great opportunity for you! The Secretary 2 Receptionist will be an integral member of the Department working closely with and supporting Department and Division team members.

Your Responsibilities:

+ Main point of contact for operating and monitoring the security system for the Iowa Department of Education within the Grimes State Office Building

+ Identify all visitors upon arrival, determine nature of business, and announce visitors to appropriate personnel

+ Escort visitors to appropriate location within the Grimes State Office Building

+ Assure visitors receive prompt, efficient, and courteous service, leaving a positive first impression

+ Monitor security cameras that are within the building

+ Assist with deliveries of packages, etc.

+ Maintain the Department contracts database

+ Ensure start and end dates are maintained

+ Identify contract end date 90 days out for review with notification to contract owner and manager

+ Identify when a renewal is part of contract and ensure contract owners have receive notification with plenty of time to renew

+ Assist with Department projects

+ Assist on projects by ensuring timelines are being met

+ Help manage the day to day schedule of each project

+ Schedule meeting for projects

+ Hunt Group

+ Answer calls as part of the phone tree for calls received by the Iowa Department of Education

+ Courteously connect the caller with the most appropriate person to assist them

+ If unable to transfer, take caller’s name and number and assure them that you will follow up, either by calling or emailing the information to the appropriate staff member

+ Other duties as assigned, which includes but not limited to:

+ Assist with assembling materials for State Board of Education meetings

+ Regularly update repository of materials assembled for the Governor’s office

+ Regularly update repository of materials for the State Board of Education

+ Return calls made to the Director’s office and refer caller to appropriate Department staff member or state agency

+ Review and edit materials and reports

+ Provide back-up support to the Chief as Staff as needed

Candidates are encouraged to include detailed information about their relevant experience in their application, or submit a cover letter and resume in addition to their application.

If you wish to review a copy of the Position Description Questionnaire, please [email protected].

Hours: 8:00 A.M. – 4:30 P.M., Monday – Friday

A successful candidate will bring or have the ability and desire to learn:

+ Quality customer service skills including enunciating clearly, projecting a pleasant voice, and communicating effectively

+ Ability to interact with internal staff and external guests meeting their needs in a polite, courteous and cooperative manner

+ Knowledge of proper English grammar, spelling, and punctuation to assist with reviewing Department reports and publications

+ Proficient with Microsoft Suite

+ Proficient with Google Suite

+ Strong organizational skills

+ Experience answering a multi-line phone system

+ Understand the role of organizational units, functions, and key personnel of the Department

+ Ability to work independently, moving projects forward with minimal supervision

+ Ability to work in complex situations and meet deadlines

+ Ability to manage self in relation to prioritization and time management

+ Desire to work with diverse teams and stakeholders

DESIRABLE QUALIFICATIONS:

+ Experience utilizing Microsoft Suite

+ Experience utilizing Google Suite

+ Strong written and verbal communication skills

WHAT’S IN IT FOR YOU?

+ Opportunities to make a widespread difference in the lives of children, their families, and Iowa communities

+ Collaborative, positive work environment

+ Talented and passionate work colleagues that will help you learn and grow

+ Opportunities to collaborate with experts from around the country

+ Employee discounts from a variety of vendors

+ Competitive salary and benefits package:

https://das.iowa.gov/sites/default/files/hr/documents/employment/Benefits\_Beyond\_the\_Paycheck.pdf

(Download PDF reader)

Minimum Qualification Requirements

Experience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties;

OR

post high school course work in an accredited secretarial, business, or closely related curriculum may be substituted for the required experience on a month-for-month basis;

OR

completion of thirty (30) semester (or equivalent) hours of undergraduate college level course work may be substituted for the one year of required general office experience;

OR

certification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;

OR

employees withcurrentcontinuous experience in the state executive branch that includes the equivalent of one year of full-time work as a Secretary 1.

For additional information, please click on thislink to view the job description. (https://das.iowa.gov/sites/default/files/hr/documents/class\_and\_pay/JobClassDescriptions/Secretary2-00026-90026.pdf)

Why Choose the State of Iowa?

At the heart of our commitment to excellence is a dedication to our most valuable asset – our employees. Discover the outstanding benefits that set us apart as an employer of choice.

Our Robust Benefits Package Includes:

Competitive Compensation:

Enjoy a competitive salary that reflects directly on your skills and expertise.

Keep in mind, your wage is just one part of your total compensation. Unlock the complete value of your employment with the State of Iowa by using our user-friendlyTotal Compensation Calculator (https://das.iowa.gov/media/3773/download?inline) .Gain insights into your comprehensive annual compensation, including salary and State-provided benefits.

Health and Wellness:

Prioritize your well-being with our comprehensive health plans, including medical, dental, and vision coverage. Enjoy the peace of mind knowing that the State of Iowa covers 90% of the premiums, providing you and your loved ones with excellent coverage at a remarkably low cost.

Retirement Planning:

We are proud to offer the Iowa Public Employees Retirement System (IPERS). A defined benefit plan, IPERS benefits are guaranteed for life, meaning once you retire, you will receive the same monthly benefit for the remainder of your life (once vested). We invest in your long-term financial well-being, so you can retire with peace of mind.Click here to learn more about IPERS (https://ipers.org/members) .

Paid Time Off:

Life is unpredictable, and at the State of Iowa, we understand the importance of work-life balance. Our leave policies, including paid holidays, vacation, and sick leave with unlimited accrual, ensure you have the flexibility you need for personal and family matters.

Professional Development:

Elevate your career with continuous learning opportunities. We support your growth through training programs, workshops, and tuition reimbursement.

Employee Assistance Program (EAP):

We care about your well-being beyond the workplace. Access confidential counseling, resources, and support through our Employee Assistance Program.

Diversity and Inclusion:

Be part of a diverse and inclusive workplace that embraces all backgrounds and perspectives. We believe diversity is a strength that drives innovation.

Join Us - Elevate Your Career:

Ready to elevate your career with the State of Iowa?Click here (https://iowa.attract.neogov.com/recruitment/p/benefits) to explore more about our unparalleled benefits and discover what makes us unique. Your success is our priority!

01

Do you understand that the answers to all of the following questions must be truthful, honest, and accurate to the best of your ability? Please read all questions and answers thoroughly and make sure you understand them completely.Ensure the answers to your questions match the information filled out on your application and the attachments you have uploaded. If the answers to your questions are inconsistent with your application information or uploaded attachments, you will be given zero points for the question.Knowingly misrepresenting the facts when submitting any information related to an application, examination, certification, appeal, or any other facet of the selection process will result in your disqualification from this application and future employment with the state of Iowa.

+ Yes - I understand and agree.

+ No

02

PLEASE READ CAREFULLY

Have you filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. §611 et seq?

+ No - I have NOT filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. §611 et seq

+ Yes - I HAVE filed a registration statement pursuant to the federal Foreign Agents Registration Act of 1938, as amended, 22 U.S.C. §611 et seq

03

Do you have experience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties?

+ Yes

+ No

04

How many months of COMBINED post high school course work in an accredited secretarial, business, or closely related curriculum AND full-time clerical work experience do you have?

+ Less than six months of the combined identified education and work experience

+ Six months to less than one year of the combined identified education and work experience

+ One year to less than two years of the combined identified education and work experience

+ Two years or more of the combined identified education and work experience

05

If you have completed the certification from the State of Iowa Administrative Assistant Certificate Program, how many months of full-time clerical work experience do you have?

+ Not applicable - I have not completed the State of Iowa Administrative Assistant Certificate Program

+ No experience to less than six months of the identified experience

+ Six months to less than one year of the identified experience

+ One year to less than one and a half years of the identified experience

+ One and a half years or more of the identified experience

06

If you are a CURRENT employee for the State of Iowa (executive branch): How many months do you have of current continuous experience in the state executive branch that includes full-time work experience in the classification of Secretary 1?

+ Not applicable - I am not an employee for the employee for the State of Iowa (executive branch

+ Less than one year of work experience in the classification of Secretary 1

+ One year or more in the classification of Secretary 1

07

I have experience with all of the applications within the Microsoft Suite (Word, Excel, Power Point)

+ Yes

+ No

08

Skill level for Microsoft Word

+ Advanced (This includes using macros, advanced find and replace, working with templates and master documents, creating and managing tables of contents and indexes, and using Word's advanced features for accessibility and security.)

+ Intermediate (This includes mastering the basics of creating, editing, and formatting documents, and is now exploring more advanced features and functionalities)

+ Basic (This includes creating new documents, entering text, saving documents, select, move and/or find text, create and edit tables, print documents, envelopes and/or labels)

09

Skill level for Microsoft Excel

+ Advanced (This includes se advanced functions (Names, VLOOKUP, IF, IS, work with Pivot Tables, Manage Macro commands: concepts, planning, operations, execution, modification, interruption)

+ Intermediate (This includes creating, modifying, and formatting charts, perform multiple-level sorting, use sorting options, and design considerations, Use mathematical, logical, statistical, and financial function, sort and filter data)

+ Basic (This includes Open files and use page setup, enter, correct, and save data, use the menu commands and print worksheets) ? Format cells, rows, and column

10

Skill level for Microsoft Power Point

+ Advanced (This includes work with graphics, animation and multimedia, inserting movies and sound, explore online meetings and broadcast presentations)

+ Intermediate (This includes create a template and work with a Design template, work with the Office Suite to create slides from an outline and send slides to Microsoft Word, customize PowerPoint toolbars and automate the slide production)

+ Basic (This includes creating title and bullet slides, create Slides in Outline view, insert a table, use ClipArt and WordArt and print presentation)

11

I have experience with all of the applications within the Google Suite (Gmail, Calendar, Drive, Docs, Sheets, Slides)

+ Yes

+ No

12

Skill level for Gmail

+ Advance (This includes automatic email filters and categories, Smart Compose and Smart Reply in email, Smart Compose in Chat, email nudges and high-priority notices and Event details used to create calendar events)

+ Intermediate (This includes creating and using custom labels, filters, and even some advanced admin settings for those managing multiple accounts)

+ Basic (This includes Creating and sending emails, setting Calendar appointments, create an address book and using Chat)

13

Skill level for Google Calendar

+ Advanced (This includes sharing calendars with specific people, setting access permissions, and integrating with other applications and creating custom calendars for different categories)

+ Intermediate (This includes create multiple calendars, customize the look of calendar and use Google Calendar's integration with other Google Workspace apps like Gmail to schedule meetings and add events)

+ Basic (This includes opening the Calendar, add new Calendar events and sharing Calendar)

14

Skill level for Google Drive

+ Advanced (This includes managing permissions, controlling who can access and modify files, and leveraging features like classification labels and custom templates)

+ Intermediate (This includes syncing capabilities, managing files and folders, setting different sharing permissions, and using Google Drive for desktop)

+ Basic (This includes accessing Google Drive, establishing folders, moving documents to folders)

15

Skill level for Google Docs

+ Advanced (This includes Adding graphics (images, shapes, using ruler and setting up tabs, editing and adding comments, and creating and using tables)

+ Intermediate (This includes Using multi-level numbering and modifying lists, understanding and setting different tab types and working with document sections)

+ Basic (This includes creating, editing, and formatting documents, printing Docs, changing font styles, sizes, and colors and copying/pasting text)

16

Skill level for Google Sheets

+ Advanced (This includes joining text, importing data, using Pivot tables and creating graphs/charts)

+ Intermediate (This includes creating custom functions, using named ranges, leveraging the LAMBDA function, and utilizing Apps Script)

+ Basic (This includes data entry, using Sum and Count function, sorting data, inserting columns or rows)

17

Skill level for Google Slides

+ Advanced (This includes advanced design and layout functions, using interactive elements such as YouTube, hyperlinks and buttons)

+ Intermediate (This includes creating and modifying presentations, add various elements, and customize their appearance, including advanced formatting, image manipulation, and animations, and sharing/managing permissions)

+ Basic (This includes creating an formatting slides, insert text, photos, images and sharing presentation)

18

Experience with video conferencing

+ Yes

+ No

19

Skill level for Zoom

+ Advanced (This includes hosting secure meetings, managing participants' roles, utilizing virtual backgrounds, using polls, and using annotations and drawing tools)

+ Intermediate (This includes screen sharing, managing multiple participants, using advanced chat features, and utilizing an setting up breakout rooms.

+ Basic (Includes joining meeting, screen sharing and participating in Chat function)

20

Skill level for Google Meet

+ Advanced (This includes utilizing polls, nreakout rooms, live captions, co-host management and attendance tracking)

+ Intermediate (This includes screen sharing, create and manage break out rooms, and utilizing keyboard shortcuts)

+ Basic (This includes joining, muting/unmuting the microphone, raising a hand, using reactions, and sharing your screen)

21

Skill level for Teams

+ Advanced (This includes creating and managing complex structures of teams and channels, using Together Mode, creating and managing White Boards)

+ Intermediate (This includes creating new Teams, manage existing ones, and customize their settings for collaboration and using the Whiteboard)

+ Basic (This includes navigating, creating and joining meetings, sending and receiving messages)

22

Experience scheduling meetings

+ Yes

+ No

23

I have at least 2 years of experience managing calendars, supporting an individual or team

+ Yes

+ No

24

Years of customer service experience

+ 3 or more years

+ Less than 3 years

25

Skill level reviewing/editing/preparing documents, presentations, reports

+ Advanced (This includes modifying comments, using Pivot tables and advanced charts)

+ Intermediate (This includes utilizing comments, sharing documents and adding charts/graphs)

+ Basic (This includes opening documents, editing text and emailing/printing)

26

I have experience with database management/document tracking

+ Yes

+ No

27

Skill level for answering calls with multi-line phone system

+ Advanced (This includes managing multiple incoming calls, conference calling, managing calls in Queue)

+ Intermediate (This includes establishing and utilizing voice mail operations, utilizing 3-way calls)

+ Basic (This includes answering phones, placing calls on hold, taking messages, transferring calls)

Required Question

Employer

State of Iowa

Agency

282 Iowa Department of Education

Address

Grimes State Office Building

400 E 14th St

Des Moines, Iowa, 50319

Website

https://www.educateiowa.gov/

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