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 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 execution 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.

• 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 outofstate 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)

• 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.

• 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.
• Detailoriented and selfmotivated.

• This is a hybrid position in a standard office environment that will require the candidate to report to the IDOH office in downtown Indianapolis 3 days per week with the option of working remotely 2 days per week.
• Laptop and reimbursement for jobrelated travel provided (as necessary).

• 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.

• 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. Incumbents work is reviewed for attainment of general administrative effectiveness.

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

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