IN-DOH-Administrative Assistant

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 Divisionof Trauma and Injury Prevention (DTIP) and the Division of Chronic DiseasePrimary Care and Rural Health (CDPCRH). The DTIP is responsible for the developmentimplementation and oversight of a comprehensive statewide trauma care systemthat prevents injuries saves lives and improves the care and outcomes oftrauma patients. The CDPCRH Division is responsible for the execution ofappropriate strategies to improve the health and wellbeing of Hoosiers by wayof chronic disease prevention and treatment improvement of primary carepractices and evidence based rural health practices. The purpose of this AAposition is to provide administrative support to the Division Directors andvarious managers and programs in the DTIP and the CDPCRH Division whichincludes independent work on special projects to support the smooth efficientoperations of each division.

KEY FUNCTIONS/RESPONSIBILITIES:

Providea wide range of administrative assistance to two divisions.

Actas liaison between program or department administration state agencies andinterested parties.

Researchand prepares various reports for supervisors as applicable.

Prepareand process correspondence and verbally communicate with the public or otheragency representatives. Directs incoming correspondence to the appropriateindividual.

Expeditepaperwork through proper channels.

Electronicallyreserve vehicles and meeting rooms.

Makeoutofstate travel arrangements including transportation hotel reservationsand registration and input these travel arrangements into the State of IndianaPeopleSoft system.

Assistother staff with expense reporting.

Providearrangements for new employees by ordering name plates laptops etc.

Review/distributeincoming and outgoing mail.

Assiston special projects such as the J1 Visa Waiver program for CDPCRH.

Obtainnecessary approvals if needed for documents like letters of support or othersimilar documents.

Coordinatesclerical and administrative functions

Otherduties as assigned.

*Travel to service locations as assigned (minimal)

MINIMUM REQUIRED QUALIFICATIONS:

• HighSchool Diploma or equivalent

3years full time experience performing administrative support bookkeepingoffice management or related experience.

• Related certifications andcoursework may be considered for education or experience.

Upon entering the role individuals must have or obtain thefollowing requirements:

Generalknowledge of office administrative functions theories and principles

Workingknowledge of research techniques and report composition

Workingknowledge of functions of other departments and agencies and their impact onthe department

Learnand utilize agency and state government system applications

Effectivewritten and verbal communication skills

Attentionto detail and proofreading skills

Organizationalskills with the ability to prioritize tasks effectively and multitask

Abilityto use Microsoft Office Suite (Word Excel Publisher PowerPoint Outlook)

Abilityto analyze procedures and policies and writes procedural manuals to recommendimprovements

Abilityto coordinate the work of the section staff

Abilityto maintain cooperative work relationships

• Abilityto establish and maintain effective working relationships with agency staff andvarious key stakeholders.
• Detailorientedand selfmotivated.

RelevantInformation:

This is a hybrid position in a standardoffice environment that will require the candidate to report to the IDOH officein downtown Indianapolis 3 days per week with the option of working remotely 2days per week.

Laptop and reimbursement for jobrelatedtravel provided (as necessary).

DIFFICULTY OF WORK
Incumbent exercises extensive judgment to adapt agency administrative goals and procedures to handle complex and significant variables which are unique to the situation and agency/programs involved.
RESPONSIBILITY
Incumbent makes recommendations on policy revisions and administrative procedures of the agency. Incumbent works independently to implement recommended changes as long as general agency objectives and boundaries are maintained. Incumbent s work is reviewed for attainment of general administrative effectiveness.
PERSONAL WORK RELATIONSHIPS
Incumbent works with a wide range of agency staff and administrators as well as representatives of other agencies and the general public to explain and interpret policy and procedure to ensure cooperation and coordination.
Required/Desired Skills
SkillRequired /DesiredAmountof ExperienceHigh school diploma.Required03 years full time experience performing administrative support bookkeeping office management or related experience.Required3YearsPrior working experience with MS Office including outlook word excel Teams.Required3YearsAbility to draft email and written correspondence using correct grammar spelling and punctuation.Required0Strong attention to detail with ability to maintain data entry accuracy and confidentiality.Required0Strong organizational and interpersonal skills.Required0College or certificate level administrative assistant or secretarial coursework.Highly desired0Prior working experience scheduling travel arrangements and maintaining calendars.Highly desired0Prior experience with People Soft.Highly desired0
Questions
No.QuestionQuestion1Absences greater than two weeks MUST be approved by CAI management in advance and contact information must be provided to CAI so that the resource can be reached during his or her absence. The Client has the right to dismiss the resource if he or she does not return to work by the agreed upon date. Do you agree to this requirementQuestion2What is your candidate s email addressQuestion3Where does your candidate currently reside (City & State)Question4If selected for engagement your candidate s hourly Pay Rate must be NA/hour. The Provider Markup for this position is 24%. Do you agree to these requirementsQuestion5Position 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. Does candidate agree to this requirement