State of Iowa Executive Branch Hiring for Executive Officer 1 at Des Moines, IA Full Time

The Iowa Department of Health and Human Services (HHS), Behavioral Health Division, is seeking an Executive Officer 1 to support the Division Director in managing the overall operations of the Division of Behavioral Health.

Duties Include

• Serve as the confidential executive assistant to the division director tasked with balancing efficiency, effectiveness, and flexibility in managing work flow and meeting deadlines;
• Serve as lead point of contact for the division director and manage a wide range of administrative functions to ensure consistent, responsive daily operations and seamless connection with other HHS divisions, internal and external stakeholders;
• Lead division administration team in drafting, monitoring and maintaining division procedures to improve coordination between staff; keep employees informed of division and agency goals and objectives and ensure new or revised procedures are implemented consistently;
• Provide primary administrative support to division director by managing confidential communication including timely responses;
• Evaluate organizational and work processes and operations for efficiency and effectiveness and recommend changes to division leadership and implement new processes;
• Plan, organize and manage special organizational projects;
• Greet inquiries and respond with information about program activities, investigate complaints, resolve problems; Advise program managers of problems and work with program managers and leadership to resolve as needed;
• Manage division director’s signature process;
• Independently manage the division director’s calendar; Schedule individual meetings with internal and external staff, contractors, community partners and providers;
• Ensure all meeting participants are informed of meeting times, locations, topics and content; Screen all meeting requests to determine criticality of topic and key topics to be addressed; Assure relevant material is prepared and available and all appointments include relevant site / location, notices and invitations;
• Process all related expenditures and travel requests;
• Set up virtual meetings or conference call options as needed;
• Complete, maintain, track and share agendas, minutes and follow-up on action steps;
• Assure all documents are clear, accurate, organized, disseminated and maintained;
• Work with division leaders to monitor expenditures against budget; Review monthly expenditure reports and identify variances and work with contract managers, program managers and contract owners to resolve;
• Manage the division payment card; Secure travel reservations and reconcile monthly billing with the fiscal management team;
• Lead division administration team to fulfill all HR-related administrative functions; Maintain confidential personnel files; Handle confidential personnel matters for division; Serve as delegate of Director for HHS’ HR management system, Workday, including reviewing and processing time reporting, requests for time off and travel; Track, schedule timely, and process staff performance evaluations and requests for wage adjustments; Schedule and provide onboarding and ongoing HR-related training for Behavioral Health team members;
• Serve as division liaison to Government Relations; Assign duties to staff, track responses to completion and author, review, edit and responses as needed for constituent concerns, requests for information (RFI), Freedom of Information Act (FOIA) requests, Exceptions to Policy (ETP), appeals, bill reviews, fiscal notes, and other requests from Legislature, Governor’s Office, State agencies, Federal government, and media;
• Lead division administration team in managing division presence on the HHS intranet and website through service as the division’s SharePoint and website point of contact and liaison;
• Provide backup help desk function and support for division systems such as CareMatch and IBHRS; Coordinate and complete special projects and other duties as assigned, including in an emergency or disaster as mutually agreed upon by employee and employer.

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 degree in any field, and experience equal to three years of full-time professional-level work in program administration, program development, program operations, or management.
• A total of seven 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.
• All of the following (a, b, and c):
• One year of full-time professional-level work experience in program administration, program development, program operations, or management; and
• A total of four years of education and full-time experience (as described in part a), where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience; and
• A total of two years of graduate-level education and full-time experience (as described in part a), where twenty-four semester hours of accredited graduate college or university course work in a public-service-related area (e.g., public or business administration, social work, public health, law, education, engineering) equals one year of full-time experience. Graduation from the Iowa Certified Public Manager Program is also equivalent to one year of full-time experience or education.
• Current, continuous experience in the state executive branch that includes thirty months of fulltime work as a Program Planner (any level), Management Analyst (any level), or Administrative Assistant (any level).

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