396RS – Administrative Assistant

Job Description

KEY FUNCTIONS/RESPONSIBILITIES:

• Provide a wide range of administrative assistance to two divisions.
• Act as liaison between program or department administration, state agencies, and interested parties.
• Research and prepares various reports for supervisors, as applicable.
• Prepare and process correspondence and verbally communicate with the public or other agency representatives. Directs incoming correspondence to the appropriate individual.
• Expedite paperwork through proper channels.
• Electronically reserve vehicles and meeting rooms.
• Make out-of-state travel arrangements, including transportation, hotel reservations, and registration and input these travel arrangements into the State of Indiana PeopleSoft system.
• Assist other staff with expense reporting.
• Provide arrangements for new employees by ordering name plates, laptops, etc.
• Review/distribute incoming and outgoing mail.
• Assist on special projects such as the J1 Visa Waiver program for CDPCRH.
• Obtain necessary approvals if needed, for documents like letters of support or other similar documents.
•       Coordinates clerical and administrative functions
• Other duties as assigned.

*Travel to service locations as assigned (minimal)

MINIMUM REQUIRED QUALIFICATIONS:

•    ·        High School Diploma or equivalent

• 3 years full time experience performing administrative support, bookkeeping, office management, or related experience.

• Related certifications and coursework may be considered for education or experience.

Upon entering the role, individuals must have or obtain the following requirements:

• General knowledge of office administrative functions, theories, and principles
• Working knowledge of research techniques and report composition
• Working knowledge of functions of other departments and agencies and their impact on the department
• Learn and utilize agency and state government system applications
• Effective written and verbal communication skills
• Attention to detail and proofreading skills
• Organizational skills with the ability to prioritize tasks effectively and multitask
• Ability to use Microsoft Office Suite (Word, Excel, Publisher, PowerPoint, Outlook)
• Ability to analyze procedures and policies and writes procedural manuals to recommend improvements
• Ability to coordinate the work of the section staff
• Ability to maintain cooperative work relationships

•    ·    Ability to establish and maintain effective working relationships with agency staff and various key stakeholders.
•    ·    Detail-oriented and self-motivated.