Administrative Assistant

Position: Administrative Assistant |
Job Title:
Administrative Assistant

10 Months Contract

Location: 402 E Washington Street, W353 ndianapolis IN 46204

Interview Type:
In person only

Pay Rate: (depends on experience)

Description:

This position provides clerical support services to the Division of Mental Health and Addiction (DMHA) staff and functions as the Receptionist for the Division which is the first point-of-contact for all visitors.

Essential Duties / Responsibilities

• Serves as the Division Receptionist. Responsible for ensuring visitor sign-in procedures are followed;
• Assists with updating the Division Website;
• Locates and compiles data, and collates material for special projects and reports;
• Responsible for the logistical tasks related to setting up meetings including establishing meeting agendas, gathering materials for meetings, emailing meeting invites, following up on action items from meetings and loading documents from meetings on appropriate Website and/or SharePoint sites;
• Take and transcribes meeting minutes;
• Types and reviews correspondence for punctuation, spelling, and other grammatical errors;
• Keep updated Member Rosters for various committees;
• Email meeting materials to members prior to meetings;
• Make room reservations for meetings;
• Maintains accurate appointment calendar;
• Develop and maintain claims and travel vouchers for staff members as requested;
• Mail correspondence as requested;
• Keep updated filing system;
• Arrange for parking accommodations for meeting attendees when necessary;
• Answers telephone, determines nature of business, answers questions or refer caller to appropriate program staff;
• Receives, opens, screens, and distributes mail;
• Performs related duties as assigned.

Job Requirements

• Working knowledge of clerical procedures used in performing specialized office duties;
• Working knowledge of specialized forms and procedures used in the assigned work;
• Serve as receptionist for the Division which requires monitoring incoming traffic for security purposes;
• Working knowledge of correct grammar, spelling, punctuation and arithmetic;
• Basic knowledge of agency program terminology and special regulations;
• Basic knowledge of the policies, programs and activities of the office and the ability to apply these to pertinent situations;
• Ability to prepare and write correspondence and reports of technical or specialized nature;
• Ability to arrange meetings and conferences, including the preparation of pre and post conference materials;
• Working knowledge of Microsoft Office software such as Word, Excel, and PowerPoint;
• Ability to take and maintain minutes;
• Ability to organize and maintain files;
• Ability to receive and process mail;
• Ability to provide support to multiple staff members and projects.
• Ability to manage time appropriately;
• Ability to operate office equipment.
• Ability to prioritize many varied assignments and deadlines.
• Ability to work independently.
• Ability to establish and maintain cooperative work relationships.
• Working knowledge of the functions of all sections within DMHA; and
• General knowledge of DMHA and FSSA policies and procedures.

Supervisory Responsibilities / Direct Reports

None

Difficulty of Work

Must be organized and able to balance the needs of multiple professional staff members and projects. Tasks are relatively standardized but some may be non-standardized and varied. Must be able to work independently. Must be able to maintain composure during stressful situations. Must be able to adapt to new situations and changes.

Responsibility

This position will report to a Program Director 2 and serve as the Division receptionist. This position will also provide clerical support services to the Division staff. Incumbent will perform a variety of tasks that are routine and non-routine. Incumbent will be required to exercise individual judgement and make choices and decisions. Incumbent will be expected to follow policies and procedures of the Division and the Agency.

Work is reviewed upon completion by the supervisor or requesting manager.

Personal Work Relationships

The incumbent must maintain effective working relationships will all DMHA staff, FSSA Staff, other state agency staff, federal and elected officials as well as the general public.

Physical Effort

Normally seated, standing or walking uires no more than normal physical abilities such as visual or hearing ability such as visual or hearing acuity, color perception or muscular strength and stamina.

Working conditions

Standard office environment. Adequate lighting, heating and ventilation.