Job Description

The Department of Human Rights, Division of Criminal and Juvenile Justice Planning (CJJP) is seeking candidates for an Administrative Assistant 2 position. CJJP values a diverse workforce and encourages minorities, all genders, veterans, and persons with disabilities to apply.

An Administrative Assistant 2 for CJJP conducts many administrative and fiscal-related tasks related to office management for 15-20 staff. The duties of an Administrative Assistant 2 include:

Provide administrative support and assistance to the Division Administrator and to the Department in carrying out responsibilities, which include:
1. Maintaining and updating the division\'s inventory; monitoring and maintaining office supplies as needed for the division;
2. Scheduling maintenance for office equipment as needed;
3. Sorting and distributing all incoming mail to appropriate staff; routing materials through the division; handling outgoing mail;
4. Typing, filing, assisting with correspondence;
5. Share duties of front desk/reception area; receive visitors and phone calls; handle customer service requests and serve as central point of contact with public for receiving, assessing, and responding to questions, complaints, and making referrals; maintain office security by following safety procedures and controlling access as appropriate (i.e. asking visitors to sign the log book, asking visitors to stay in the reception area until someone arrives to escort them to a meeting space, etc.).

Provide administrative support to division staff, which include:
1. assisting staff in projects;
2. ensuring efficient operation of division;
3. managing the content on the division website;
4. maintaining division schedule/calendar;
5. provide orientation for new employees of the department;
6. organize and manage the travel arrangements for division staff, including making direct payments for travel with a department credit card.

Prepare and organize meetings for staff, advisory councils, and other groups; prepare meeting packets, attend meetings, and take minutes of meetings; comply with public meetings requirements; assist staff and advisory council members with travel requests and arrangements; prepare and update emailing distribution and contact list.

Review CJJP sub-grantees\' expenditure reports and funding requests. Assess expenditure level in comparison to progress made toward program objectives. Review and approve budget modification requests. Compile historical expenditure and program data for analysis. Assist in on-site fiscal and programmatic monitoring for all juvenile justice grantees and sub-grantees.

Essential Functions:

• Provide administrative support to the CJJP Division Administrator, the Division, and Department
• Serve as central point of contact for the department and division and receiving customer requests and complaints, including providing information and referral services.
• Ability to speak and understand English and receive and transmit complex information, verbally and in writing, to and from the public, youth, department staff, staff of the Iowa General Assembly, and other diverse audiences to share information and be a resource to the department and other stakeholders.
• Organize and attend meetings; prepare meeting materials, record minutes
• Process mail, write correspondence, interact with public through email, website, phone, and in person
• Collect, calculate, analyze, and organize information and budget figures
• Understand and adhere to applicable laws, legal codes, administrative rules, and regulations.
• Use PC based software

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, and experience equal to one year of full-time administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) or technical support work (e.g., determining budget, personnel, and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness).
• A total of five years of education and/or full-time experience (as described in number one) where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience.
• Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as an Administrative Assistant 1.

For additional information, please click on this link to view the job description (Download PDF reader).



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