Job Description

Position open ONLY for State of Iowa Executive Branch employees having permanent status.

Validation:  In rotation with other employees, perform all tasks related to the validation of fee licensing receipts including operation of the validation machine and related software program, reconciliation of daily work, and preparation of weekly deposit.
Scanning:  IDALS maintains a scanned copy of all accounting claims for easy document retrieval.  This position is responsible for the scanning of all accounting claims for the bureau.  At least quarterly, ensure that all claims processed through the I/3 system have been scanned by comparing a listing of claims processed with the listing of scanned documents.
Data Entry into State’s Accounting System:  Assist in onlining claims into the I/3 Financial accounting system.  Vendor Data Entry:  Accurate data entry of vendors in the I/3 Financial Accounting system when W-9's are received so that the processing of claims by other bureau staff is not delayed.  File W-9 forms once vendors have been on-lined.
Mail Distribution: Act as the primary person for the daily mail pickup and sorting for the department.
Answer multi-line telephone:  Issue entry permits for feeder swine and feeding beef heifers imported into Iowa. Answer general questions concerning the importation requirements of animals into the state of Iowa.  Provide back-up assistance for Animal Industry when needed.


Process certificates of veterinary inspection for animals entering Iowa:  Date stamp and sort all certificates of veterinary inspection. Review certificates for completeness of all information within seven days of receiving.  Copy disapproved certificates of veterinary inspection and mail to originating state department of agriculture. File certificates of veterinary inspection by state of origin.  File feeder swine, breeder swine, feeder cattle, breeder cattle, and other species certificates separately by state of origin. Annually archive certificates of veterinary inspection.
Data entry and reporting:  Record numbers on spreadsheet of feeder swine, breeder swine, and slaughter swine imported for monthly report.  Monthly report to be completed and submitted for review by day fifteen of each month. Report numbers on spreadsheet of feeder cattle, beef cattle, dairy cattle, slaughter cattle, sheep, slaughter sheep, horses. cervidae, and other animals imported for monthly report.    Monthly report to be completed and submitted for review by day fifteen of each month.
Receive deliveries of merchandise:   Take receipt of deliveries of supplies, equipment and other merchandise for.  Match delivery to packing slips and/or invoices to Po, AO or SO documents.  Discrepancies or shipping damage, must be reconciled with the vendor or shipper, or communicated to the Purchasing Assistant immediately.  Maintain a record of back orders and other files as necessary Enter deliveries of stock items on inventory computer system, and printout and attach stickers to items. Notify the supervisor of problems that cannot be readily resolved.  Maintain knowledge of and follow all relevant purchasing and supply procedures
Maintain storage area.  Maintain supply area so that items are secure, safe and easily accessible.  Chemicals and supplies must be safely stored within one day of delivery. All chemicals and supplies must be stored in a neat and orderly manner.  Notify purchasing assistant when essential items are depleted from inventory. Inventory supplies monthly and reconcile to computer system. 



Pick up and delivery:  Pick up and deliver supplies, chemicals, documents and other items.  Pick up documents at Accounting Bureau and deliver as needed throughout the Capitol Complex as necessary at least once each day.  Deliver funds deposit to the Accounting Bureau weekly or as needed.
Perform other duties as assigned

Minimum Qualifications

Experience equal to three years of full-time clerical or closely related work.

For additional ways to qualify, please click on this link to view the job description and minimum qualifications.

Additional Qualifications

In addition to applying through the Department of Administrative Services-HRE, please submit a cover letter and resume to Gloria Stinson, HR Associate, IDALS Personnel Bureau, Wallace Building, Des Moines, IA  50319; or fax 515-281-8503; or email gloria.stinson@iowaagriculture.gov

Post Close Date

21-Jul-2013

To Apply:

Submit a completed Iowa Department of Administrative Services - Human Resources Enterprise (DAS-HRE) application form by the closing date. To complete an electronic application form, click on “Apply for Job Vacancy(s)” button.  You may also mail an application form to: Iowa Department of Administrative Services - Human Resources Enterprise, Hoover State Office Building, 1305 East Walnut, Des Moines, IA 50319-0150 or fax your application to (515) 281-7970.