Administrative Support Assistant 3

Posting number: 27-00198

Department: 400 Health & Human Services - Public Health

Job classification: Administrative Support Assistant 3

Posting type: Open

Categories: Clerical & Data Entry, Public Health, Human Services

Summary

Only applicants who meet the Minimum Qualification Requirements and meet all ***selective requirements (listed below) will be placed on the eligible list. 

The Iowa Department of Health and Human Services (HHS), Division of Public Health, Bureau of Health Statistics is seeking an Administrative Support Assistant 3 to join our team!  

This position plays an important role in ensuring the accuracy, completeness, and confidentiality of Iowa’s vital records. Working closely with the Legal Actions Supervisor and Bureau Chief, this position reviews, processes, and validates legal and statistical documents, supports vital records maintenance, and communicates with stakeholders to ensure compliance with Iowa Code and Administrative Rules.  

Vital Records Processing and Data Integrity 

• Accept and review dissolution of marriage reports to ensure accuracy and completeness, enter data into the Iowa Vital Events System (IVES), and reject incorrect reports when necessary. 
• Collect, review, and enter Induced Termination of Pregnancy (ITOP) reports into IVES, reject incomplete submissions, and create provider codes for new providers. 
• Perform the Birth/Death Match process to ensure in-state and out-of-state birth and death records align accurately. 
• Conduct manual “fuzzy” matching and contact other jurisdictions when additional verification is needed. 
• Complete infant birth/death matching and follow up when a death record has not been filed within required timelines. 
• Support vital records archival functions, including document inventory, storage protocol adherence, and collaboration on digital archiving activities. 
• Prepare certified copies of vital records following legal changes, ensuring compliance with confidentiality requirements, Iowa Code, and administrative rules. 
• Apply entitlement and legal action requirements accurately when processing requests. 
• Complete special projects and other duties as assigned.   Legal Actions Support 
• Assist with death registration activities and amendments or modifications to vital records. 
• Provide consultation to parents, attorneys, clerk of court staff, hospital personnel, government agencies, and the public regarding legal actions and the application of Iowa Code and Administrative Rules. 
• Communicate clearly and professionally, both verbally and in writing, with individuals and agencies involved in legal action processing.

Benefits

Working for the State of Iowa comes with its perks. In addition to a competitive salary, you'll enjoy a comprehensive benefits package designed to support your well-being and professional growth:

• Health, Dental, and Vision Coverage: Health and dental insurance packages to keep you and your family healthy at a low cost with outstanding coverage!
• Paid Time Off: Take time to recharge with paid time off, including vacation (96 hours/year to begin, increasing with years of service), sick leave (144 hours/year), and paid holidays (9 days/year).
• Retirement Plans: Participate in retirement plans such as IPERS (employees contribute 6.29% and the State of Iowa contributes 9.44%) as well as our Retirement Investors Club (RIC), Employer Sponsored Retirement Plan (the State of Iowa matches dollar for dollar up to $75/month).
• Flexible Spending Accounts: Take advantage of flexible spending accounts for medical and dependent care expenses.
• Insurance Coverage: Benefit from life insurance and free long-term disability insurance for added peace of mind.
• Employee Assistance Program: Access resources and support through our Employee Assistance Program for personal and professional challenges.
• Employee Discount Programs: Enjoy discounts on a variety of goods and services through our employee discount programs. 

For additional information on benefits