Job Title: Administrative Assistant

Location: 302 West Washington Street, Room E208, Indianapolis, IN, 46204.

Duration: 03-04 Months Contract

Job Summary:

• 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.
• Voicemails – Check the admin. email inbox for voicemail messages and forward to the appropriate staff or department.
• 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.
• 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.
• Package Deliveries – notify appropriate contacts of any FedEx or UPS boxes dropped off at the front desk.
• Copy rooms – maintain each of the three copy rooms with paper and office supplies and maintaining copy machines.
• Scanning – scan old paper files into an online electronic software system.
• Validate parking – validate garage parking tickets when appropriate, via an online electronic software system.
• Maintenance requests – Submit maintenance requests via an online portal when maintenance requests to our IDHS area are submitted to the AA by staff.
• 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.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Schedule:

• 8 hour shift

Work Location: In person