Administrative Assistant

Job ID: 734831

Title: Administrative Assistant

Department: State of Indiana - DHS

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

Duration: 8+ Months

• Position is on-site, Monday thru Friday, from 8am to 4:30pm with 1hour for lunch.
• Position is expected to last for 3 months with the possibility of extension.
• Initial interviews will be phone or teams. Follow-up interviews require in-person attendance.

Contractor Administrative Assistant Duties:

• 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.

Required skills:

• Previous multi-tasking administrative assistant experience with strong written communication skills and work as part of a team or independently.
• Previous customer service experience in a customer-facing role with strong verbal communication skills.
• Working knowledge of all MS Suite or Office 365 - including data entry and the ability to learn additional software programs as needed.
• High School diploma or equivalent
• Previous experience working in an administrative/clerical role (FTE or contract) for State of Indiana.
• Associate degree or administrative assistant certification and/or equivalent work experience.