Executive Secretary

Job Description

This is a non-merit position. Candidates must follow the instructions in the "To Apply" section.

Positions in this class are exempt from the screening and referral requirements of the Iowa Department of Administrative Services - Human Resources Enterprise.

The Iowa Department of Public Safety (DPS) is seeking an individual to fill the role of Executive Secretary to the Commissioner.

Organization Background

The mission of DPS is to serve the people of Iowa by providing public safety services with leadership, integrity and professionalism through the core values of courtesy, service and protection.

The Department is a statewide law enforcement agency and includes the Administrative Services Division, the Iowa State Patrol, the Iowa Division of Criminal Investigation, the Iowa Division of Narcotics Enforcement, the Iowa State Fire Marshal and the Division of Intelligence. The Department works in conjunction with federal, state and local jurisdictions of the criminal justice community to provide for the safety of persons living in, or traveling through the State of Iowa.

The Department of Public Safety, as a State of Iowa Executive Branch agency, offers exciting benefits:

• Iowa Public Employees' Retirement System (IPERS)
• Retirement Investors Club (RIC)
• Health, Dental and Vision Insurance
• Vacation Leave
• Sick Leave
• Paid Holidays (9 days/year)
• Flexible Spending Accounts
• Life Insurance
• Long-Term Disability Insurance
  
  

Job Duties

Perform highly complex and sensitive administrative support duties as the personal secretary to the Commissioner of the Department of Public Safety. Maintains schedules for the Commissioner and Executive Officer. Prepare Divisional Orders, Special Orders and facilitates the entire transfers process for sworn personnel. Interact with Division Directors and Bureau Chiefs and other DPS internal staff, Governor's Office, Legislators, other state agencies, and the general public to set appointments and make revisions as priorities change.

Greet and screen visitors/callers, making referrals to appropriate personnel or resolving the matter to include, media, legislators, IGOV Staff and upset constituents on a regular basis. Organize, update, and maintain all files and records of a confidential matter or other items sensitive in nature. Assist in managing work of the department by reviewing all incoming Commissioner's mail in determining items for review or appropriate review of others.

Support and assist the Executive Officer in communicating and disseminating information through day to day operations of the department. Organize and distribute the awards program; consisting of length of service of awards, promotions, commendations, retirements and other special employee recognitions.

Update IGOV weekly reports. Assists in the preparation of Divisional rules, policies, procedures, forms and manuals determined necessary for use by the division in the normal course of business and to assist in the maintenance of necessary files for use in the accreditation process. Coordinates with departmental personnel to ensure consistency and compliance with departmental criteria.

Attend various meetings and records minutes and/or prepares a written record of the proceedings. Track Gift Reporting Process to ensure all approvals and reporting are completed in a timely manner. Recommends changes in work flow based on the system use. Plan, organize and manage special organizational projects as needed. Assist the Professional Standards Bureau with the tracking of the early warning system within IA PRO.

Other Information

The selected candidate must pass a thorough background investigation by Iowa Department of Public Safety before a final letter of employment offer is delivered.

Minimum Qualification Requirements

Experience equal to six years of full-time work in a secretarial or administrative support capacity for a manager/administrator of a major program area;

OR

certification from the State of Iowa Administrative Assistant Certificate Program will substitute for six months of the required experience;

OR

an equivalent combination of education and experience substituting thirty semester hours of accredited undergraduate coursework for one year of the required experience to a maximum of four years.

For additional information, please click on this link to view the job description.