Talent.com
Administrative Specialist (AA2)
Administrative Specialist (AA2)Government Jobs • Ames, IA, US
Administrative Specialist (AA2)

Administrative Specialist (AA2)

Government Jobs • Ames, IA, US
1 day ago
Job type
  • Full-time
Job description

Administrative Specialist

The Iowa Department of Transportation is seeking a highly organized and detail-oriented Administrative Specialist (Administrative Assistant II) to provide essential administrative support to the Resources and Acquisitions Bureau. This role supports multiple operational areas, including Procurement, Architectural Services, Equipment Services, Facility Management, and the Customer Response Team.

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

  • Administrative Support : Provide essential day-to-day administrative assistance to ensure smooth bureau operations.
  • Training Support : Lead and coordinate training efforts related to the implementation of new systems, programs, and processes.
  • Vendor Management : Maintain accurate vendor records in the Iowa DOT bidding system, assist vendors with registration, build and maintain accurate bidder lists, lead initiatives to expand vendor outreach and improve bid response rates.
  • Lease Payment Processing : Process and track lease payments in accordance with established lease agreements.
  • Web Content Management : Maintain and update bureau web content, ensuring accuracy and compliance with state accessibility standards.
  • Punchout Purchasing Tool Oversight : Manage the Punchout purchasing system, ensuring timely order closure and payment. Provide training and support to internal customers across the agency.
  • Travel Coordination : Serve as the bureau's Travel Coordinator by processing travel authorizations, making travel arrangements using the Department Travel Card, and ensuring compliance with all travel-related policies.
  • FOIA Request Management : Organize and track incoming Freedom of Information Act (FOIA) requests to ensure timely and accurate responses.
  • Customer Service Support : Act as a backup point of contact for internal customer service. Address concerns, generate work orders, dispatch appropriate team members, and communicate resolution status to stakeholders. Support facility-related issue tracking and communication.
  • Security Badge Administration : Issue and manage security badges, ensuring appropriate access for staff, contractors, and visitors.

Key Skills :

  • Strong organizational skills with the ability to manage multiple priorities effectively.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite; experience with procurement or financial systems is a plus.
  • Ability to work independently and collaboratively in a fast-paced, dynamic environment.

    • 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.
  • 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 a variety of vendors (vision, cellular, fitness, recreation, season passes, travel, counseling; legal, financial).

    • 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 : aa-eeo@iowadot.us

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

    Minimum Qualification Requirements :

  • 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.

    • Why Choose the State of Iowa?

    At the heart of our commitment to excellence is a dedication to our most valuable asset our employees. Discover the outstanding benefits that set us apart as an employer of choice.

    Our Robust Benefits Package Includes : Competitive Compensation, Health and Wellness, Retirement Planning, Paid Time Off, Professional Development, Employee Assistance Program (EAP), Diversity and Inclusion.

    Ready to elevate your career with the State of Iowa? To explore more about our unparalleled benefits and discover what makes us unique, visit our website.

    Create a job alert for this search

    Administrative Specialist • Ames, IA, US