Administrative Assistant

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.