Administrative Assistant 1

Iowa Department of Transportation’s Mission is Making Lives Better Through Transportation. To accomplish our Mission, the person selected for this position will demonstrate actions and behaviors guided by the Iowa Department of Transportation’s five CORE values: Safety First, People Matter, Customer Focused, Servant Leadership, and Integrity Without Exception.

Location: Ames

Shift Requirements: 8:00-4:30 M-F, Travel on occasion

As an Administrative Assistant 1, your duties will include, but are not limited to:

Provide essential administrative support to the Resources and Acquisitions Bureau, assisting departments supporting the State of Iowa in areas such as Procurement, Customer Response Team, Architectural Services, Equipment Services, Facility Management, Maintenance Repair, and Custodial Services.

Support Procurement by maintaining procurement-related records, ensuring that documentation complies with department policies, providing updates to internal and external stakeholders on procurement requests, and scheduling and coordinating vendor meetings and site visits.

Assist in tracking and documentation of statewide contracts, ensuring invoices are submitted accurately for further review by management, reviewing contractor invoices for approval, processing project change orders, and managing contract funding updates.

Serve as Internal Customer Service point of contact, addressing customer concerns, generating internal work orders, dispatching the appropriate team members to execute the tasks, notifying customers after completion, and playing a key role in communicating and tracking facility-related issues affecting onsite staff.

Maintain detailed logs for work orders, key tracking, HVAC, elevator, fire, security, 911 calls and safety huddles.

Manage the administrative aspects of the DOT’s badging system, ensuring proper access for staff, contractors, and visitors.

Assist in vendor coordination by compiling vendor information for potential bid opportunities, resolving invoice discrepancies and maintaining updates with stakeholders, and assisting with vendor registration for the Iowa DOT bidding system.

What we offer YOU:

- Competitive pay and benefits package including health, dental, flexible spending, and life insurance

- Insurance benefits start first of the month following 30 days of employment. 2025 health and dental insurance premiums can be found here.

- Opportunities for professional growth and development.

- Paid time off effective immediately - biweekly vacation, separate sick leave, accruals rollover on a yearly basis, and 9 paid holidays per year.

- Iowa Public Employee Retirement System (IPERS) Retirement Package with employer match

- Optional 401A plan with employer contributions.

- Employee Discount Programs from variety of vendors (vision, cellular, fitness, recreation, season passes, travel, counseling; legal, financial).

We encourage you to view more about the State of Iowa Employee benefits and costs at the State of Iowa Employee Benefits Website!

You have the freedom to flourish in Iowa – Apply today!

The Iowa Department of Transportation is an equal opportunity employer. If you require a reasonable accommodation in completing any screening, interviewing, pre-employment testing, or otherwise participating in the selection process, please direct your request to the Affirmative Action & Equal Employment Opportunity (AA/EEO) Officer at:

Reasonable accommodation includes an interpreter, translator, written materials, modified equipment/devices, ADA access, etc. This does not include scheduling needs.

Minimum Qualification Requirements

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

Graduation from an accredited four-year college or university with a bachelor's degree in any field.

A total of four years of education (as described in number one) and/or full-time experience in accounting, secretarial, or office support work collecting, compiling, reporting, examining and/or editing numerical data; coding and qualifying people for benefits, licenses, or other transactions; preparing and keeping budgetary accounts and projections; organizing and implementing office support operations; advising on procedural processes; or other work that provided direct support and exposure to substantive agency programs, where one year of full-time experience is equal to 30 semester hours of education.

Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as a Secretary 2, Clerk Specialist, Public Service Supervisor, Accounting Technician (any level), Purchasing Assistant, or Human Resources Technical AssistantFor additional information, please click on this link to view the job description.