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Front Window Clerk Specialist - Clerk Specialist

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Front Window Clerk Specialist - Clerk Specialist

Salary

$36,628.80 - $53,788.80 Annually

Location

Des Moines - 50319 - Polk County, IA

Job Type

Full-time

Job Number

25-02960

Agency

400 Health & Human Services - Public Health

Opening Date

05/02/2025

Closing Date

5/12/2025 11:59 PM Central

LinkedIn Tag

#LI-POST

Point of Contact

Jeri Southwick - [email protected]

+ Description

+ Benefits

+ Questions

Job Description

Only applicants who meet the Minimum Qualification Requirements and meet all selective requirements (listed below) will be placed on the eligible list.

Summary:

The Iowa Department of Health and Human Services (HHS), Division of Public Health, Bureau of Health Statistics is seeking a Clerk Specialist Front Window Clerk to join our team!

Duties:

Provide a complete and comprehensive review of documents submitted to the bureau in-person or by VitalChek Will-Call and Forward to State. Documents submitted for review include, but are not limited to, the following requests:

+ Application for a certified copy of an Iowa vital record

+ Legal Change of Name court order

+ Adoption Abstract

+ Surrogacy court order

+ Amendment to an Iowa vital record

+ Voluntary Paternity Affidavit

+ Court order to establish paternity

+ Request for original certificate of birth prior to adoption

+ Request to establish a delayed birth, marriage or death record

+ Request of nonviable birth record

Desired Skills:

+ Required to understand statutory requirements for documents submitted and make a decision to accept the documents for processing or reject the documents back to the customer. This includes, but is not limited to, identity, entitlement, supporting documentation and fees. Must be able to escalate issues to other bureau staff timely and in a manner that is clear and accurate.

+ When accepting documents for submission, required to enter the documentation into the Iowa Vital Events System accurately and timely, scan and attach documents to the system and escalate the order for processing.

+ When rejecting documents back to the customer, required to complete the rejection form in the Iowa Vital Events System, scan documentation, and communicate with the customer, both verbally and in writing, the reasons for the rejection. Communication must be accurate and complete.

+ For application for a certified copy of a vital event, must be able to search the Iowa Vital Events System to find the requested record. Must be able to verify that the record is accurate based on the information provided in the application request.

+ Must be able to print the certified copy of the vital record accurate and timely.

+ For application for a certified copy of a vital event, must be able to perform review of the order andcertified copy printed to ensure that entitlement to the record exists and the certified copy is accurate based on the application.

+ Must be able to communicate with the customer, both verbally and in writing. If there are issues with entitlement or accuracy of the record.

+ Must be able to close the application request in the Iowa Vital Events System in manner that provides immediate customer service for customers submitting an application for a certified copy of a vital record in person.

+ Must be able to accurately accept fees for all documents submitted, and balance fees collected daily using reports from the Iowa Vital Events System and credit card processing system.

+ As well as other duties as assigned.

+ Applicants must pass a background check prior to employment.

Benefits:

Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a comprehensive benefits package designed to support your well-being and professional growth:

+ 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 (RIC), Employer Sponsored Retirement Plan (the State of Iowa matches dollar for dollar up to $75/month).

+ Flexible Spending Accounts:Take advantage of flexible spending accounts for medical and dependent care expenses.

+ Insurance Coverage:Benefit from life insurance and free long-term disability insurance for added peace of mind.

+ Employee Assistance Program:Access resources and support through our Employee Assistance Program for personal and professional challenges.

+ Employee Discount Programs:Enjoy discounts on a variety of goods and services through our employee discount programs.

For additional information on benefitsclick here.

Click hereto see how we compare with other employers or offers by using our Total Compensation Calculator.

Background Checks:

Applicants will be required to complete a background check to be considered for this position.

The State of Iowa is an EEO/AA Employer

HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the DHS system to apply. Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD).

Our agency uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify.

Selectives

083 Typing Score of 40 or greater (40-49 WPM):

Information about typing tests and scores related to State of Iowa employment can be found at:https://das.iowa.gov/human-resources/state-employment/typing-test-information

AND

069 Clerical Accounting:

3 years of basic high school math courses (or 12 semester hours of college level basic math courses or above) or 6 months experience where clerical accounting was a major function of the job which required the following:

+ Ability to apply math skills in addition, subtraction, multiplication, division, percentages and fractions and basic algebra to pre-established accounting systems or procedures.

+ Ability to use and modify electronic spreadsheet software such as EXCEL

+ Ability to interpret and apply fiscal regulations

+ Ability to read and understand basic financial and statistical reports

AND

482 Office Management:

6 months experience or 12 semester hours or a combination of both where the applicant has received training in or been in charge of all or part of an office operation that included all or some of the following:

+ Correspondence and other files and recordkeeping

+ Answering phones and greeting the public

+ Cashiering

+ Bill collection and payment

+ Accounting

+ Facility management

+ Secretarial and general clerical work

Coursework or experience limited to straight clerical functions is not applicable; the applicant must have education or experience aimed at managing these operations, even in a one-person office, where they were the primary party responsible for them. The applicant may have also supervised other staff but that is not required as long as they were in charge of managing the office or have taken coursework concerned with managing an office.

AND

162 Data Entry:

6 months experience, 12 semester hours, or a combination of both in the process of entering data into a computerized spreadsheet or database.

Minimum Qualification Requirements

Experience equal to three years of full-time clerical or closely related work;

OR

an equivalent combination of education and experience, substituting graduation from high school, G.E.D. equivalency or satisfactory completion of a recognized correspondence or formal job-related training course at the high school or equivalent level such as that offered by WIN, OEO, CEP, CIVEC or similar programs, for one year only of the required experience;

OR

an equivalent combination of education and experience, substituting nine months or thirty semester hours coursework in an accredited business school, college or university for each year of the required experience;

OR

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

OR

employees with current continuous experience in the state executive branch that includes the equivalent of eighteen months of full time experience as a resident treatment worker or Clerk–Advanced.

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/ClerkSpecialist-00018-90018.pdf)

Additional Qualification Requirements

***Please Note: If you do not have a test, you may schedule a time with IowaWorks locations across the state, schools or other places to take tests. We are temporarily allowing ONLINE tests. Many free and reliable tests can be found by searching online. A site that has been popular amongst applicants is speedtypingonline.com . You may also use typing.com or typingtest.com . The test can be accepted if it is witnessed by another person and it has met the requirements/guidelines on the document submitted.

These guidelines must be met and need to be on the typing document you submit :

+ Gross number of words typed in a five minute timed test

+ Number of errors

+ Net words per minute (one point deduction for each error)

+ Your name and date must be on the document submitted to this office.

+ And it must be signed off by a witness or from the typing website's electronic signature.

+ Tests must be attached to the online application.

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

How many years of experience do you have of full-time employment in clerical or closely related work?

+ No experience to less than 1 year

+ 1 year to less than 2 years

+ 2 years to less than 3 years

+ 3 years or more

04

If you have a high school diploma/GED - how many years of full time clerical or closely related work do you have? NOTE: Satisfactory completion of a recognized correspondence or formal job-related training course at the high school or equivalent level such as that offered by WIN, OEO, CEP, CIVEC or similar programs would substitute for high school/GED completion.

+ No experience to less than 1 year

+ 1 year to less than 2 years

+ 2 years or more

+ Not applicable - I do not have a high school diploma/GED or equivalent

05

How many years of experience in full time clerical or closely related work AND education do you have? Nine months or thirty semester hours of coursework in an accredited business school, college or university may substitute for one year of the required experience.

+ No education/experience to less than 1 year

+ 1 year to less than 2 years

+ 2 years to less than 3 years

+ 3 years or more

06

If you have completed the certification from the State of Iowa Administrative Assistant Certificate Program: How many years of experience in full time clerical or closely related work AND education do you have? Nine months or thirty semester hours of coursework in an accredited business school, college or university may substitute for one year of the required experience.

+ No education/experience to less than 1 year

+ 1 year to less than 2 years

+ 2 years to less than 2 1/2

+ 2 1/2 years or more

07

If you are a CURRENT employee for the State of Iowa (executive branch): How many years of full-time work experience in the state executive branch do you have in the classification of either a Resident Treatment Worker or Clerk-Advanced?

+ No experience to less than 1 year

+ 1 year to less than 1 1/2 years

+ 1 1/2 years or more

08

Have you taken a typing exam and submitted your Typing Score of 40 or more?NOTE:Tests MUST be attached to the application for position you are applying for OR submit to [email protected] about typing tests and scores related to State of Iowa employment can be found at:https://das.iowa.gov/human-resources/state-employment/typing-test-information

+ Yes - I have taken and submitted a typing test meeting guidelines outlined above in website

+ No - I have NOT taken and submitted a typing test meeting guidelines outlined above in website

09

Does your application demonstrate that you have 3 years' of basic high school math courses (or 12 semester hours of college level basic math courses or above) or 6 months' experience where clerical accounting was a major function of the job which required the following:

+ Ability to apply math skills in addition, subtraction, multiplication, division, percentages and fractions and basic algebra to pre-established accounting systems or procedures;

+ Ability to use and modify electronic spreadsheet software such as Excel;

+ Ability to interpret and apply fiscal regulations;

+ Ability to read and understand basic financial and statistical reports?

+ Yes

+ No

10

If you answered "Yes" to the question above - please list exactly HOW you meet it: list exact classes and credit hours, employer, dates and hours per week and exact duties. Please do not paste or state - See application or resume. If you answered no to the question above please type in "No" in the box below.

11

Does your application demonstrate that you have 6 months' experience or 12 semester hours or a combination of both where the applicant has received training in or been in charge of all or part of an office operation that included all or some of the following:

+ Correspondence and other files and record keeping

+ Answering phones and greeting the public

+ Cashiering

+ Bill collection and payment

+ Accounting

+ Facility management

+ Secretarial and general clerical work?

Coursework or experience limited to straight clerical functions is not applicable; the applicant must have education or experience aimed at managing these operations, even in a one-person office, where they were the primary party responsible for them. The applicant may have also supervised other staff but that is not required as long as they were in charge of managing the office or have taken coursework concerned with managing an office.

+ Yes

+ No

12

If you answered "Yes" to the question above - please list exactly HOW you meet it: list exact classes and credit hours, employer, dates and hours per week and exact duties. Please do not paste or state - See application or resume. If you answered no to the question above please type in "No" in the box below.

13

Does your application demonstrate that you have 6 months' experience, 12 semester hours, or a combination of both in the process of entering data into a computerized spreadsheet or database?

+ Yes - My current application and/or attached documentation clearly addresses this requirement

+ No - I do not currently meet this requirement

14

If you answered "Yes" to the question above - please list exactly HOW you meet it: list exact classes and credit hours, employer, dates and hours per week and exact duties. Please do not paste or state - See application or resume. If you answered no to the question above please type in "No" in the box below.

Required Question

Employer

State of Iowa

Agency

400 Health & Human Services - Public Health

Address

Lucas State Office Building

321 E 12th St

Des Moines, 50319

Website

https://hhs.iowa.gov/

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