Administrative Assistant - Indianapolis, United States - ATC
Description
Title/Role: Administrative Assistant
Worksite Address: 2 N. Meridian St., Indianapolis, IN
Work Arrangement: Hybrid
The Indiana Department of Health is looking for an Administrative Assistant to perform a variety of administrative and clerical tasks. The duties of the Administrative Assistant include providing support to our managers and employees, assisting with daily office needs, and managing our Office of Technology and Cybersecurity general administrative activities. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS office suites and office equipment.
Clerical Support:
•Answering and directing phone calls.
•Managing and distributing incoming and outgoing mail and emails.
•Filing and organizing documents.
Scheduling and Calendar Management:
•Coordinating appointments and meetings.
•Managing executives' calendars and schedules.
•Arranging conference calls and setting up video conferences.
Reception Duties:
•Greeting and assisting visitors.
•Managing the reception area.
•Providing information to clients or customers.
Travel Coordination:
•Booking flights, accommodations, and transportation for business trips.
•Creating travel itineraries.
Office Supplies and Equipment:
•Ordering and maintaining office supplies and food deliveries for group meetings.
•Coordinating equipment maintenance and repairs.
Communication:
•Drafting and editing correspondence, memos, and reports.
•Handling communication on behalf of executives.
Record-keeping and Documentation:
•Maintaining accurate and up-to-date records.
•Compiling reports and documents as needed.
•Maintain filing system, contact database, employee list, and inventory
Meeting Support:
•Assisting in the preparation of meeting materials.
•Taking and distributing meeting minutes.
Additional Department Specific duties
•Creation and Posting Jobs Requisition on Vector system.
•Coordinating with CAI for new candidate Interviews schedule, resumes distribution to manager, BAFO's
•Staff onboarding and termination activities.
•Creation of PSID for new contractor staff
•Staff location management.
•Building liaison duties
•Custodian of remote staff work log information and staff weekly status reports.
•VPN, Mobile phone devices creation and record retention
•Assignment of special duties
Requirements and Skills.
•Proven experience as an Administrative Assistant, or Office Admin Assistant (5 years)
•Knowledge of office management systems and procedures.
•Working knowledge of office equipment, like printers and fax machines.(5 years)
•Proficiency in MS Office suites (MS Excel, MS Visio, and MS PowerPoint, in particular)(5 years)
•Excellent time management skills and the ability to prioritize work.
•Attention to detail and problem-solving skills.
•Excellent written and verbal communication skills.
•Strong organizational skills with the ability to multi-task.
•High School degree: additional qualification as an Administrative assistant or Secretary will be a plus
•Great organizational skills
•Excellent written and verbal communication skills
•Ability to prioritize and an eye for detail.
•Good computer and technical skills
•Ability to work independently with minimal supervision.
•A proactive approach with good problem-solving skills
Preferred skills and qualifications
•College degree or equivalent
•Previous success in office management
•Experience managing budgets and expenses.
•Experience developing internal processes and filing systems.
•Comfortable handling confidential information