IN-DOH-Administrative istant

Position: Administrative istant

Department: IDOH

Location: 2 N Meridian St. Indianapolis IN 46204

Duration: 12 Months

• Position is hybrid with 3 days onsite required 2 days remote to take effect at the discretion of the hiring manager after a period of orientation.

• 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 istant 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 DTIP is responsible for the development implementation and oversight of a comprehensive statewide trauma care system that prevents injuries saves lives and improves the care and outcomes of trauma patients.
• The CDPCRH Division is responsible for the of appropriate strategies to improve the health and wellbeing of Hoosiers by way of chronic disease prevention and treatment improvement of primary care practices and evidence based rural health practices.
• The purpose of this AA 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 istance 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 outofstate travel arrangements including transportation hotel reservations and registration and input these travel arrangements into the State of Indiana PeopleSoft
• ist other staff with expense reporting.
• Provide arrangements for new employees by ordering name plates laptops etc.
• Review/distribute incoming and outgoing mail.
• ist on special projects such as the J1 Visa Waiver program for CDPCRH.
• Obtain necessary approvals if needed for doents like letters of support or other similar doents.
• Coordinates clerical and administrative functions
• Other duties as igned.
• Travel to service locations as igned (minimal)

Required ss:

• High school diploma.
• 3 years full time experience performing administrative support bookkeeping office management or related experience
• Prior working experience with MS Office including outlook word excel Teams.
• Ability to draft email and written correspondence using correct grammar spelling and punctuation
• Strong attention to detail with ability to maintain data entry accuracy and confidentiality.
• Strong organizational and interpersonal ss.
• College or certificate level administrative istant or secretarial coursework.
• Prior working experience scheduling travel arrangements and maintaining calendars.
• Prior experience with People Soft.