IN-DOH- Administrative Assistant

JOB TITLE: Administrative Assistant (729976)

LOCATION: INDIANPOLLIS IN(Locals Highly Preffered)

DURATION: 12 MONTHS

NOTE: LOCAL CANDIDATES ONLY

The Indiana Department of Health is looking for an Administrative Assistant to perform a variety of administrative and clerical tasks.

Complete Description: The Indiana Department of Health is looking for an Administrative Assistant to perform a variety of administrative and clerical tasks. The duties of the Administrative Assistant include providing support to our managers and employees assisting with daily office needs and managing our Office of Technology and Cybersecurity general administrative activities. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools like MS office suites and office equipment.

Clerical Support:

Answering and directing phone calls.

Managing and distributing incoming and outgoing mail and emails.

Filing and organizing documents.

Scheduling and Calendar Management:

Coordinating appointments and meetings.

Managing executives calendars and schedules.

Arranging conference calls and setting up video conferences.

Reception Duties:

Greeting and assisting visitors.

Managing the reception area.

Providing information to clients or customers.

Travel Coordination:

Booking flights accommodations and transportation for business trips.

Creating travel itineraries.

Office Supplies and Equipment:

Ordering and maintaining office supplies and food deliveries for group meetings.

Coordinating equipment maintenance and repairs.

Communication:

Drafting and editing correspondence memos and reports.

Handling communication on behalf of executives.

Recordkeeping and Documentation:

Maintaining accurate and uptodate records.

Compiling reports and documents as needed.

Maintain filing system contact database employee list and inventory

Meeting Support:

Assisting in the preparation of meeting materials.

Taking and distributing meeting minutes.

Additional Department Specific duties

Creation and Posting Jobs Requisition on Vector system.

Coordinating with CAI for new candidate Interviews schedule resumes distribution to manager BAFOs

Staff onboarding and termination activities.

Creation of PSID for new contractor staff

Staff location management.

Building liaison duties

Custodian of remote staff work log information and staff weekly status reports.

VPN Mobile phone devices creation and record retention

Assignment of special duties

Requirements and Skills.

Proven experience as an Administrative Assistant or Office Admin Assistant

Knowledge of office management systems and procedures.

Working knowledge of office equipment like printers and fax machines.

Proficiency in MS Office suites (MS Excel MS Visio and MS PowerPoint in particular)

Excellent time management skills and the ability to prioritize work.

Attention to detail and problemsolving skills.

Excellent written and verbal communication skills.

Strong organizational skills with the ability to multitask.

High School degree: additional qualification as an Administrative assistant or Secretary will be a plus

Great organizational skills

Excellent written and verbal communication skills

Ability to prioritize and an eye for detail.

Good computer and technical skills

Ability to work independently with minimal supervision.

A proactive approach with good problemsolving skills

Preferred skills and qualifications

College degree or equivalent

Previous success in office management

Experience managing budgets and expenses.

Experience developing internal processes and filing systems.

Comfortable handling confidential information

Required/Desired Skills

Skill

Required/Desired

Amount

of Experience

Prior office management experience.

Required

5

Years

Prior experience as an executive administrative assistant.

Required

5

Years

Prior experience recording and preparing meeting minutes.

Required

5

Years

Prior experience managing budgets and expenses.

Required

5

Years

Prior experience developing program or department processes policies and procedures.

Required

5

Years

Proficient with MS Office (MS Excel MS Visio and MS PowerPoint in particular)

Required

5

Years

Ability to maintain a high level of confidentiality.

Required

0

Strong communication skills both written and verbal.

Required

0

College level administrative assistant or secretarial coursework.

Highly desired

0

Prior experience with PeopleSoft.

Nice to have

0