State of Iowa – Executive Branch Hiring for Fleet & Supply Secretary at Des Moines, IA Full Time

Only applicants who meet the Minimum Qualification Requirements and meet all selective requirements will be placed on the eligible list.

The Iowa Department of Public Safety (DPS) is seeking to fill a Secretary 2 position within the Department’s Fleet & Supply Operations.

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:

• Health/Dental, and Life Insurance
• Paid time off – Nine paid holidays plus generous paid vacation and paid sick leave which begin to accrue on your first day of employment
• Iowa Public Employees Retirement System (IPERS) defined benefit program
• Regular work hours of Monday-Friday 8:00 am – 4:30 pm with flexible, family friendly work schedule available following initial onboarding period
• Employee discounts from a variety of vendors
• Collaborative, creative, positive work environment
• Paid opportunities for professional growth and development – including training, courses and conferences

Job Duties

• Perform a wide variety of customer related services, as the central point of contact for supply, which includes but is not limited to front of the house receiving at the administrative entrance and directing visitors appropriately where needed, answering, and transferring telephone calls, and relaying messages or business correspondence in a timely manner; Ensure the approximate 650 DPS personnel (sworn, non-sworn, and DPS support staff) seeking goods & services daily are directed in accordance with DPS policies and procedures and DAS guidelines are followed in respects to accountability, purchasing, acquisition, and disposal of equipment; Ensure confidentially with sensitive information and adhere to facility security protocols; Conduct filing, administrative, and clerical duties as needed or directed by the Fleet & Supply Commander or designee.
• Manage all asset management systems, collection and distribution as directed by the Commander of Fleet & Supply Commander or designee to include but not limited to ammunition, weapon, uniform & equipment orders, academy & retirement equipment issue and turn-in, employee database, & vendor ordering/business systems.
• Provide administrative support to the purchasing agents following warehouse processing of all deliveries of material arriving at the warehouse to include forwarding of delivery confirmations/confirmed shipping manifests, orders, and packing slips; Work with purchasing agents in resolution of any discrepancies with vendor on returns and damaged goods; Maintain detailed and accurate records and files for incoming and outgoing items; Account for inventory discrepancies and make appropriate recommendations to supervision and purchasing; Audit and maintain sworn issuance inventory sheets for each officer containing detailed equipment issued to each individual officer; Track filled orders with the warehouse and maintain a subsequent filling system for filled DPS Supply Requisitions Forms for inspection by request; Facilitate quarterly counts on DPS ammunition and maintain count records for auditor visits, budget projecting, and making new orders; Maintain accurate electronic on hand ammunition counts including filing of DPS Ammunition Requisition Forms; Assist the Fleet and Supply Commander and Assistant Commander with Bureau of Alcohol and Tobacco Firearms (BATF) compliance procedures for DPS weapons and for agencies utilizing the DPS federal 1033 program; Maintain inventory controls and take the initiative to make or suggest improvements to the warehouse and systems as needed; Assist with the periodic & annual documented inventories as required or directed; Assist with employee separations including scheduling of equipment turn ins and retrieval of required DPS credentials, cell phones, or electronic devices; Assist when required tracking life cycle of serial numbered field equipment procured via LE grants or other federal monies requiring reporting back to grant issuing authority.
• Follow Departmental policy in regards to requisitions and the management of DPS issued gear to sworn officers and assist when needed with supply orders and any other requests or needs as directed by the Fleet & Supply Commander or designee; Maintain adequate supplies and work to backfill stock with the appropriate products utilizing the most cost-effective vendor or coordinating with the purchasing agents; Assist where needed with shipping logistics or labels with items needing mailed or shipped to any location via US Mail, UPS, FEDX or other similar carrier provider or shipping agency; Process all front of the house incoming and outgoing mail for divisional needs.
• Supervise and manage facility cleaning services, facility maintenance services, waste disposal and recycling services; Serve as the DPS point of contact for questions related to electronics disposal, recycling, and GovDeals appropriate use and protocols

Other Information

Applicants are encouraged to attach a cover letter and resume within the NEOGOV application.

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

Selectives

083 Typing Score of 40 or greater (40-49 WPM)

Information about typing tests and scores related to State of Iowa employment can be found at: https://das.iowa.gov/human-resources/state-employment/typing-test-information

Minimum Qualification Requirements

Experience equal to two years of full-time general office work, one year of which must have involved secretarial or related administrative support duties;

OR

post high school course work in an accredited secretarial, business, or closely related curriculum may be substituted for the required experience on a month-for-month basis;

OR

completion of thirty (30) semester (or equivalent) hours of undergraduate college level course work may be substituted for the one year of required general office experience;

OR

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

OR

employees with current continuous experience in the state executive branch that includes the equivalent of one year of full-time work as a Secretary 1.

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

Additional Qualification Requirements

Typing Requirement: Applicants may be required to have the ability to type 40 wpm net. If included in the Minimum Requirements of this job vacancy, you must provide verification of your typing score prior to the closing date of this vacancy. (Click here for more details about the typing test.)