Administrative assistant

Job Title: Administrative Assistant
Req ID: 734831 - our client indiana - IN-Client-Administrative Assistant
Pay Rate: Depends on experience
Location: Indianapolis, Indiana 46204

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 IClient 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 IClient area are submitted to the AA by staff.

10.IClient CONFERENCE ROOMS Maintain and update our IClient 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.