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Secretary 2

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State of Iowa

3mo ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
  • Des Moines

AI generated summary

  • You need 2 years of office work (1 year in admin support) or equivalent education/certification, or current experience as Secretary 1 in the state executive branch.
  • You will manage vehicle reservations, assist customers, coordinate maintenance, process registrations, improve processes, maintain vendor relations, and handle vehicle deliveries and exchanges.

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.

Responsibilities

  • Oversee and maintain motor pool reservation system - assist agencies and drivers with vehicle rentals; set up and train new users; generate utilization reports; research and resolve issues pertaining to the motor pool vehicles.
  • Provide operational support - provide customer service to internal and external customers; coordinate maintenance appointments; process registrations/titles/plates; serve as Pcard/Travel card coordinator; process invoices; assist with vehicle delivery and exchanges.
  • Observe current practices for process improvement recommendations; identify problems and possible solutions; document processes and procedures for internal operations guide; assist with project implementations.
  • Additional responsibilities include other aspects of fleet operations, such as maintaining vendor relations; assisting with scheduling maintenance and repairs; providing assistance to internal/external customers; and receiving new vehicle deliveries.

FAQs

What are the primary responsibilities of the Secretary 2 position?

The primary responsibilities include overseeing the motor pool reservation system, providing operational support, maintaining vendor relations, assisting with vehicle deliveries, processing invoices, coordinating maintenance appointments, and documenting processes for internal operations.

What qualifications are required for this position?

Candidates must have experience equal to two years of full-time general office work, with one year involving secretarial or related administrative support duties. Alternative qualifications include relevant post-secondary coursework or certification from the State of Iowa Administrative Assistant Certificate Program.

What skills are essential for the Secretary 2 role?

Essential skills include effective communication (both written and verbal), strong customer service and organizational abilities, proficiency in Microsoft and Google applications, multitasking, problem-solving, and the ability to meet deadlines in a fast-paced environment.

Is training available for the reservation system?

Yes, the position includes setting up and training new users on the motor pool reservation system.

What benefits does the State of Iowa offer employees?

The benefits include competitive pay, health and dental insurance, paid time off, retirement packages, professional development opportunities, and employee discount programs.

What is the work environment like at the Department of Administrative Services?

The work environment is collaborative and values contributions, with a focus on teamwork, professionalism, and continuous growth.

Are there opportunities for professional growth within this role?

Yes, there are opportunities for professional growth and development, including continuous learning through training programs and tuition reimbursement.

What is the method for applying for the Secretary 2 position?

Interested candidates are encouraged to apply through the State of Iowa's recruitment page to be considered for this position.

Does this position require previous experience in fleet operations?

Previous experience in fleet operations is not explicitly required, but it may be beneficial given the operational support duties involved in the role.

What is the structure of the work schedule?

The specific work schedule details are not provided, but the job is structured to meet the demands of a fast-paced environment, which may include flexibility or need for overtime during peak periods.

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State of Iowa

Job openings for the Executive Branch. Commercial, political, or other unrelated comments will be removed. #stateofiowa

Government
Industry
10,001+
Employees
1858
Founded Year

Mission & Purpose

The Iowa.gov website serves as the official online portal for the state of Iowa, providing residents, businesses, and visitors with access to a wide range of government services and information. The site facilitates online interactions with various state departments, offering resources such as tax information, vehicle registration, and public health services. Its ultimate mission is to enhance the efficiency and accessibility of state government services by providing a user-friendly platform for obtaining information and conducting transactions. The purpose of Iowa.gov is to improve public engagement and streamline governmental processes, ensuring that Iowans have convenient access to essential services and up-to-date information about their state government.