Iowa Department of Administrative Services - Polk County, IA

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Location : Ankeny

Under minimal supervision, this position functions as the administrative assistant to the Director of the Motor Vehicle Division (MVD) and performs duties to assist the Director in carrying out Division responsibilities. Monitor budget reports for each office and highlight trends for specific attention, including validating budget expenditures and provide assistance to each of the Division offices. Review expenditures to be made from a variety of funds to ensure all costs are eligible and request necessary corrections.

Track all legislation for Motor Vehicle Division. This includes determining proper distribution of bills, soliciting and receiving bill comments and entering comments into the electronic bill system within a 48-hour time frame. Monitor the Iowa Legislative General Assembly web site; review and print the Iowa Legislative News Service Bulletin. Track effective dates of new laws for Division/Office Directors' use.

Receive all phone calls/customers for Division Director and screen to determine nature of problem or concern; answer questions or ensure individual is directed to appropriate technical resource within MVD for resolution. Log and track Division correspondence. This position determines proper distribution of the correspondence to the appropriate office for development of draft responses within three days of receipt. Track and verify that all yearly compliance letters required by the Federal Highway Administration or Federal Motor Carrier Safety Administration are drafted and that any required annual reports are sent well in advance of deadlines.

Schedule meetings and conferences for the Division Director. Track agenda items for the meetings and coordinate all necessary paperwork. Track all performance evaluations for the Division. Complete the necessary follow up to ensure that the evaluations are done within 30 days of the evaluation date of each employee. Coordinate and prepare travel requests for the Division Director. Review all Division travel prior to approval and prepare justification memo to Executive Council when more than three employees are traveling to the same meeting. Applicant must have experience with Word, Excel and Microsoft Outlook.

Shift : Monday through Friday, 8:00AM to 4:30PM

Minimum Qualifications Graduation from an accredited college or university and experience equal to one year of full-time administrative 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).

For additional ways to qualify, please click on this link to view the job description and minimum qualifications.