Job Title : Administrative Assistant

Location : Indianapolis, Indiana

Duration : 6 Months

Job Description:

CONTRACTOR ADMINISTRATIVE ASSISTANT DUTIES:

1. PHONES – Utilizing excellent customer service, answer agency main phone line via MSTeams in a courteous and patient manner and transfer to appropriate staff or department using agency contact listing.

2. VOICEMAILS – Check the admin. email inbox for voicemail messages and forward to the appropriate staff or department.

3. GUESTS/VISITORS/CAMERAS – Greet guests/visitors in a courteous manner, ask to help them and direct to appropriate staff or department. Watch lobby cameras for foot traffic or suspicious visitors.

4. CONTACT LISTINGS – Maintain a current contact listing for the agency and important numbers listing. This is a living document that needs updated often. A copy to be placed in IDHS Admin Asst MSTeams chat/files and distributed to all admins.

5. PACKAGE DELIVERIES – notify appropriate contacts of any FedEx or UPS boxes dropped off at the front desk.

6. COPY ROOMS – maintain each of the three copy rooms with paper and office supplies and maintaining copy machines.

7. SCANNING – scan old paper files into an online electronic software system.

8. VALIDATE PARKING – validate garage parking tickets when appropriate, via an online electronic software system.

9. MAINTENANCE REQUESTS – Submit maintenance requests via an online portal when maintenance requests to our IDHS area are submitted to the AA by staff.

10. IDHS CONFERENCE ROOMS – Maintain and update our IDHS conference room reservations via Outlook Calendar.

Possible future additional duties for a qualified applicant.

• EVENTS – assist other administrative and agency staff with events as needed.

• CONFERENCE CENTER RESERVATIONS – Ability to learn the State of Indiana’s conference center room reservation form and system. Work with IDOA on special requests.

• PROCUREMENT – office supply orders from Office Depot & breakroom supplies from Fastenal via Excel spreadsheet.

Skill

Required / Desired

Amount

of Experience

Previous multi-tasking administrative assistant experience with strong written communication skills and work as part of a team or independently.

Required

2

Years

Previous customer service experience in a customer-facing role with strong verbal communication skills.

Required

2

Years

Working knowledge of all MS Suite or Office 365 - including data entry and the ability to learn additional software programs as needed.

Required

2

Years

High School diploma or equivalent

Required

Previous experience working in an administrative/clerical role (FTE or contract) for State of Indiana.

Highly desired

Associates degree or administrative assistant certification and/or equivalent work experience.

Highly desired

Job Type: Contract

Pay: $18.00 - $20.00 per hour

Experience:

• Administrative Assistant: 2 years (Preferred)
• Calls: 1 year (Preferred)

Work Location: In person