Administrative Assistant Ii

Position: ADMINISTRATIVE ASSISTANT II - 64085579
Requisition No: 870830

Agency:
Department of Health

Working Title:

ADMINISTRATIVE ASSISTANT II
- Pay Plan:
Career Service

Position Number:

Salary: $34,760.00 - $36,760.00

Posting Closing Date: 03/05/2026

Total Compensation Estimator Tool

Department of Health

Division of Medical Quality Assurance

Bureau of Enforcement

Investigative Services Unit - Headquarters

Open Competitive Opportunity

Your Specific Responsibilities:

The incumbent in this position performs complex administrative work, with limited supervision, that is diverse in nature and requires independent and solid decision-making skills. The incumbent routinely handles highly sensitive and confidential information. The incumbent coordinates and communicates with 11 ISU field offices along with other units within MQA and outside entities.

* Processes and orders subpoenas for statewide field offices, assigns form numbers for newly created forms. Serves as TRAIN Administrator. Safety and ServFL (Everbridge).

* Coordinator for the unit, responds to internal email requests for ISU HQ assistance and forwards files to SPS.

* Creates and sends out delegations for HQ management staff.

* Prepares, coordinates and tracks requests to incur travel to hold meetings and trainings (six meetings located throughout the state; two basic investigator trainings and one annual investigator training).

* Coordinates and provides support for annual inspector and investigator training and quarterly manager, district manager and desk guide meetings.

* Coordinates annual administrative support training seminars and quarterly support staff conference calls.

* Serves as liaison to training committee to ensure that the annual administrative support staff conference meets the training needs of the State.

* Travel liaison and provides training to new administrative staff throughout the state.

* Responsible for management of statewide vehicle fleet. Duties include coordination of:
Monthly logs, Sun Pass, Data Fuel Cards, and vehicle accidents. Conducts audits on Sun Pass and Data Fuel Cards to ensure compliance and proper reporting.

* Coordinates and makes travel arrangements for ISU HQ staff, ensuring departmental procedures are followed. Enters travel approved by the Deputy Secretary into SharePoint.

* Provides support for annual/regional investigator and inspector trainings, biannual basic investigator training and quarterly district manager, manager, and desk guide meetings. Copies material upon request and prepares materials for meetings and mailings.

* Maintains current information on DOH, MQA & ISU administrative policies and procedures and desk guides and applies these to daily routine matters.

* Independently handles requests from field offices and provides guidance concerning administrative and technical issues.

* Makes purchases for the office with state issued purchasing card, serves as the delegated FLAIR charge approver for the office, and processes and pays office invoices.

* Secures and manages cell phone and copier contracts for the office.

* Prepares reports and spreadsheets as requested by management.

* Performs other duties as required.

Required Knowledge, Skills, and Abilities:

Proficient computer skills to include Word, Excel, PowerPoint and Outlook; knowledge of computer data bases; knowledge and use of the compliance management system and licensing system used by the Agency; knowledge of laws, legal codes, court procedures and government rules & regulations; knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar;

understanding written sentences and paragraphs in work related documents; communicating effectively with others verbally and in writing; talking to others to effectively convey information; ability to establish and maintain effective working relationships with others; listening to what other people are saying and asking questions as appropriate; conduct fact-finding research; knowledge of the methods of data collection and analysis; organize data into logical format for presentation in reports, documents and other written materials;

knowing how to find information and identifying essential information; finding ways to structure or classify multiple pieces of information; ability to plan, organize and prioritize work assignments; ability to work independently; ability to maintain a high degree of accuracy and close attention to detail; effectively manage time; make sound judgements; ability to maintain strict confidentiality.

Minimum Qualifications:

* A High School Diploma or equivalent

* Two (2) years of professional experience to include data entry, case management, reviewing or auditing documents for specific criteria; applying applicable laws, rules, regulations, policies, and procedures; researching and gathering data; preparing reports and correspondence; travel arrangement preparation; and office purchasing responsibilities.

* Must be willing to physically in the office to perform duties and…