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Administrative Assistant

3 months ago

Indianapolis, Indiana, United States ATC Full time

Position: Administrative Assistant

Location: Indianapolis, IN (Onsite)

Duration: 03 Months (Extendable)

Webcam or In Person Interview

CONTRACTOR ADMINISTRATIVE ASSISTANT DUTIES:

1.PHONES – Utilizing excellent customer service, answer agency main phone line via MSTeams in a courteous and patient manner and transfer to appropriate staff or department using agency contact listing.

2.VOICEMAILS – Check the admin. email inbox for voicemail messages and forward to the appropriate staff or department.

3.GUESTS/VISITORS/CAMERAS – Greet guests/visitors in a courteous manner, ask to help them and direct to appropriate staff or department. Watch lobby cameras for foot traffic or suspicious visitors.

4.CONTACT LISTINGS – Maintain a current contact listing for the agency and important numbers listing. This is a living document that needs updated often. A copy to be placed in IDHS Admin Asst MSTeams chat/files and distributed to all admins.

5.PACKAGE DELIVERIES – notify appropriate contacts of any FedEx or UPS boxes dropped off at the front desk.

6.COPY ROOMS – maintain each of the three copy rooms with paper and office supplies and maintaining copy machines.

7.SCANNING – scan old paper files into an online electronic software system.

8.VALIDATE PARKING – validate garage parking tickets when appropriate, via an online electronic software system.

9.MAINTENANCE REQUESTS – Submit maintenance requests via an online portal when maintenance requests to our IDHS area are submitted to the AA by staff.

10.IDHS CONFERENCE ROOMS – Maintain and update our IDHS conference room reservations via Outlook Calendar.

Possible future additional duties for a qualified applicant.


•EVENTS – assist other administrative and agency staff with events as needed.


•CONFERENCE CENTER RESERVATIONS – Ability to learn the State of Indiana's conference center room reservation form and system. Work with IDOA on special requests.


•PROCUREMENT – office supply orders from Office Depot & breakroom supplies from Fastenal via Excel spreadsheet.