Administrative Assistant

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.