Office Administrative Assistant

Work Arrangement: Hybrid (3 days per week, with the option of working Remote 2 days per week)

Job Description:

Provides administrative support to either a team or individual. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing.

The Administrative Assistant will split time between the Division of Trauma and Injury Prevention (DTIP) and the Division of Chronic Disease, Primary Care and Rural Health (CDPCRH).

The purpose of this position is to provide administrative support to the Division Directors and various managers and programs in the DTIP and the CDPCRH Division, which includes independent work on special projects to support the smooth, efficient operations of each division.

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.

MINIMUM REQUIRED QUALIFICATIONS:

· High School Diploma or equivalent

· 3 years’ experience performing administrative support, bookkeeping, office management, or 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, Teams)

· Ability to analyze procedures & policies and writes procedural manuals to recommend improvements

· Ability to coordinate the work of the section staff and maintain effective working relationships with agency staff and various key stakeholders.

· Prior working experience scheduling travel arrangements and maintaining calendars.