Administrative Support Assistant - Louisa

The approximately 345 employees of Iowa Department of Agriculture and Land Stewardship (IDALS) are responsible for a wide range of programs that affect the quality of life of every Iowan. Both Iowans living on the farm and those in our towns and cities are impacted almost daily by the work of the Department.

The Field Services Bureau seeks to fill the position of Administrative Support Assistant
3. Land stewardship is central to the work of the Department. The Division of Soil Conservation & Water Quality provides farmers with expertise and funds to help them install practices that preserve our highly productive soil, prevent erosion and protect our critical waterways. The Department is focused on making sure future Iowans can experience the same high quality of life that past generations have enjoyed in our state.

The Administrative Support Assistant 3 provides administrative and clerical support to the local Soil & Water Conservation District (SWCD), SWCD board members, and field office staff. (requires minimal travel)

• Answer multiline phones for all incoming calls and route to appropriate individual/department.
• Receptionist:
  Primary contact for all individuals entering the office.
• Provide customer service and information to the general public for activities related to SWCD district, state cost share programs and federal programs.
• Assist with contractor meetings for the district. Prepare agenda, meeting materials and related mailings.
• Prepare news releases and disseminate appropriately.
• Assist staff and commissioners in preparing and submitting travel reimbursement requests.
• Maintain adequate supply of handout information, brochures and job sheets
• Process and distribute all incoming mail. Prepare outgoing mail for delivery.
• Maintain files for all state and federal correspondence, directives, bulletins, updates, policy and procedure changes, and related case files.
• Provide program and financial incentive information for WQI, REAP, IFIP, Buffer Initiative, Watershed Programs and other state programs.
• Prepare IDALS quarterly reconciliations and reports.
• Process and enter applications, amendments, maintenance agreements, and cost share payments into the Financial and Reports Management System (FARMS).
• Work collaboratively with IDALS to ensure prompt and accurate payment to producers.
• Maintain accurate financial ledgers for State and District Program funds (for audit).

• Maintain accurate ledgers including but not limited to equipment rental, private fundraising activities, contracts, grants, and all other private and public funds received or managed by the SWCD.
• Confer with the District Chair on upcoming activities, meetings, district policy and priorities.
• Prepare invoices and documents for accounts payable for the SWCD Board.
• Organize source documents and reports for SWCD Board reconciliation and review.
• Collect and assemble documentation needed for annual SWCD and State audits.
• Prepare SWCD meeting agendas and post 24 hours in advance of board meeting. Take and prepare official meeting minutes for approval by SWCD board and distribute within 7 days after approved by SWCD board per DSCWQ policy. Per DSCWQ policy, prepare monthly treasurer's report for SWCD board and upon approval distribution.
• Forward correspondence received in office to SWCD Board members concerning action alerts, legislation, upcoming meetings and state and national association information. Ensure correspondence from the Iowa Department of Agriculture and Land Stewardship (IDALS) is presented to the SWCD board.
• Maintain inventory of district and state-owned equipment.
• Assist the SWCD board with developing and organizing information for funding opportunities.
• Coordinate and assemble newsletters and annual reports.
• Assist SWCD board with poster contest preparation. Work with contest judges and arrange for SWCD presentation of awards to contest winners.
• Assist SWCD board with scholarship programs. Receive scholarship applications for SWCD board's selection of District winners and Conservation Districts of Iowa (CDI) finalists, forward on to CDI Regional Director prior to deadline.
• Assist SWCD Board with the…