Administrative Assistant to Medicaid Deputy Director of Policy and Planning

The Iowa Department of Health and Human Services (HHS), Division of Medicaid, Bureau of Policy and Planning is seeking an Administrative Assistant to join our team!

The Administrative Assistant 2 reports directly to the Medicaid Deputy Director of Policy and Planning and performs administrative program work of a moderate to considerable scope and diversity in assisting to carry out Medicaid program responsibilities. 

The Administrative Assistant's primary role is self-directed to identify need and provide support to the Medicaid Deputy Director and the Policy team by efficiently and effectively: 

• Managing the Medicaid Deputy Director's calendars, scheduling meetings, appointments, conferences and exercises judgment to prioritize meetings, rearrange meetings, and attendees, at the direction of the Medicaid Deputy Director. 
• Arranging in-state and out-of-state travel for the Medicaid Deputy Director. Prepares travel requests and makes travel arrangements as needed. Develops and maintains procedural manual for areas of responsibility. Works cooperatively with other support staff within the Division and provides back-up when necessary. Provides technical assistance to division staff for workday spend authorizations, expense reports, and time reporting as needed.
• Types and proofreads correspondence, reports and other documents for accuracy, grammar, spelling, sentence structure, and prepares final draft for signature, distribution and mailing. Providing administrative level assistance for several critical and highly visible internal Division processes and serves as the Medicaid Deputy Director's executive assistant in processing intra-and inter-agency administrative operations and communications. 
• Prepares timely claim vouchers for payment. This includes comparing the amount of the charges to the billing report, verifying the accurate calculation of the payment being requested, identifying the appropriate funding codes to ensure payment of made from the correct funding source, and ensuring that the payment is made within the time frames specified.
• Serves as division legislative liaison, which includes assignment, tracking, and coordination of RFI, FOIA, and LAP documents. Maintains log of related assignments and assigns the work to appropriate personnel. Tracks due dates, promptly informs supervisors if due dates are not met. Maintains the log in an organized way to permit tracking of timeliness, document type, subject matter, etc. 
• Provides concise oral and written internal and external communications; drafts formal external correspondence for the Deputy Medicaid Director's signature. Collaborates with Division staff inclusive of Medicaid leadership, various State agencies, community providers and community partners to ensure the Division's goal. Exercises independent judgment to identify, address and manage the demands of the Deputy Medicaid Director and external inquiries. 
• Addresses operational issues within the Bureau, monitors and provides progress reports of program goals and objectives to supervisor. 
• Provides support and manages administrative activities to support Medicaid policy development, interpretation and management. This includes the assignment, review, recommendations for corrections where appropriate, coordination and tracking. Supports team in the submission of documents for appropriate approvals, preparing and submitting legal public notices, and coordinating related communications. The following are work products requiring support and management; 
  1. State Plan Amendments (SPA) 
  2. Medicaid Waivers 
  3. Iowa Administrative Rules 
  4. Medicaid Policy and Procedural Manuals 
  5. Policy Clarifications and policy communications 

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 click here.

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Background Checks

Applicants will be required to complete a background check to be considered for this position. 

The State of Iowa is an EEO/AA Employer

HHS values those with “lived experience” and encourages adults who were fostered as youth, foster parents, and/or parents who were in the DHS system to apply. Minorities, women, persons with disabilities and veterans are encouraged to apply (Hearing and Speech Impaired – Relay Iowa 1-800-735-2942 TDD).

E-Verify and Right to Work

The State of Iowa participates in E-Verify, a federal program that helps employers confirm the employment eligibility of all newly hired employees. Within the required timeframe, new hires will be verified through the E-Verify system to ensure authorization to work in the United States. The State of Iowa also complies with the federal Right to Work laws, which protect employees’ rights to work without being required to join a labor organization. For more information, please visitwww.e-verify.gov.

Applicants must meet at least one of the following minimum requirements to qualify for positions in this job classification:

1. Graduation from an accredited four-year college or university with a bachelor's degree in any field, and experience equal to one year of full-time administrative support (e.g., screening visitors and callers; opening/distributing mail, typing/proofing documents, letters, and reports; organizing files; scheduling meetings/appointments; arranging travel; processing travel claims; ordering supplies/equipment) or technical support work (e.g., determining budget, personnel, and equipment needs; compiling/evaluating statistical, historical, economic, business, financial or technical program data; interpreting or securing compliance with laws, rules and regulations; reviewing operating records/reports and evaluating their effectiveness).
2. A total of five years of education and/or full-time experience (as described in number one) where thirty semester hours of accredited college or university course work in any field equals one year of full-time experience.
3. Current, continuous experience in the state executive branch that includes experience equal to 12 months of full-time work as an Administrative Assistant 1.