Secretary 2 (Receptionist)

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

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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 contact .

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:

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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 with current continuous 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 this link to view the job description.