IN-DOH- Administrative Assistant
Posted on :
24-02-2024
Employer Active
1 Vacancy
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Job Description
Req ID : 2571511
The Indiana Department of Health is looking for an Administrative Assistant to perform a variety of administrative and clerical tasks.
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
Questions
No. Question Question1 Absences greater than two weeks MUST be approved by CAI management in advance and contact information must be provided to CAI so that the resource can be reached during his or her absence. The Client has the right to dismiss the resource if he or she does not return to work by the agreed upon date. Do you accept this requirement Question2 Please list candidates email address. Question3 Please list the city and state where candidate currently resides. Question4 Candidate must be paid BR/hour if selected for engagement. The provider markup for this position is 29%. Do you accept this requirement Question5 Position is hybrid 3 days onsite; 2 days remote Monday thru Friday 8am to 5pm 8 hour days. First 30 days of contract is onsite only. Remote does not apply until after 30 days. Do you accept this requirement Question6 Position may turn into full time state employment after a 6 month minimum contract. Do you accept this requirement 
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 BAFO s
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
Questions
Employment Type
Full Time
Key Skills
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