Administrative Assistant I

3 weeks ago

Carmel, United States City of Carmel Full time

Position Summary The purpose of this position is to plan, organize and manage secretarial, clerical and administrative activities in support of(ICS) operations and activities, and the Citys information and communication systems. Essential Job Functions The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Provides administrative support to the Director and department team members. Performs a variety of miscellaneous clerical functions, including typing forms, letters, and reports, maintaining files, making copies, preparing outgoing mail and opening and distributing incoming mail. Answers telephone calls and greets visitors; responds to routine questions, complaints, and requests for service;provides information and assistance related to department functions, activities, fees, procedures and forms; initiates problem resolution for more complex issues. Generates various manual or computerized activity, financial and statistical reports; submits reports to appropriate individuals or agencies. Performs general maintenance and troubleshoots minor problems on office equipment; coordinates preventive maintenance and repair on printers and copiers. Maintains Department files and filing systems. Manages the departments administrative operations, including purchasing, budgeting, payroll preparation, personnel record keeping, building and vehicle maintenance, and asset record keeping. Functions as purchasing agent for the Department; processes purchase orders, claim vouchers and budget transfers;reviews invoices; maintains vendor files, purchasing records, contracts, and agreements. Assists in preparation of bid specifications and price quotes, as required by City purchasing guidelines, and in preparation and review of vendor contracts. Assists in preparation and administration of departments budget on a day-to-day basis; records and monitors expenditures and revenues; reconciles budget reports to department records. Coordinates the preparation of the departments annual budget. Processes payroll for the department; verifies data from time sheets in ADP system for paycheck generation. Assists employees with questions regarding personnel and employment issues. Maintains inventory of Departments capital assets, records new assets with Finance department for accounting purposes. Coordinates and supervises building maintenance and repair activities, including fire sprinkler testing and fire extinguisher maintenance, and controls distribution of keys for facility access. Monitors registration, maintenance and repair activities of Department vehicles. Maintains inventory levels of department equipment and supplies; initiates quotes or orders for new or replacement materials. Helps maintain inventory of radio equipment for various City departments and processes bill for radio maintenance. Acts as City-wide, Special Person of Contact (SPOC), for cellular phone equipment and services. Non-essential Job Functions: Performs other related duties as required. Knowledge, Skills and Abilities Knowledge of government budgeting, accounting, purchasing, personnel and operating policies and procedures. Ability to perform addition, subtraction, multiplication and division, and to calculate decimals and percentages. Ability to provide guidance, assistance, and interpretation to others regarding the application of procedures and standards to specific situations. Ability to communicate effectively; includes ability to speak and write clearly and to interact with others to exchange information and resolve problems. Ability to maintain confidentiality of highly sensitive data. Ability to manage or coordinate multiple tasks or activities simultaneously. Ability to operate a personal computer, u ilizing word processing, spreadsheet, database management, camera control, and other software applications as may be necessary to perform essential job functions. Ability to utilize a variety of equipment associated with administrative functions, such as a copier, printer, fax machine and shredder. Ability to work extended periods of time at a keyboard or workstation. Ability to compile, review, evaluate, prioritize, record, and tabulate data. Ability to utilize a variety of reference and descriptive data and information. Ability to exercise discretion in identifying and selecting from alternative courses of action. Ability to exert light physical effort, which may involve the lifting, carrying, pushing and/or pulling of objects and materials weighing 5-10 pounds. Essential functions are regularly performed without exposure to adverse environmental conditions. Qualifications Required to Perform Essential Job Functions High school diploma or GED, supplemented by college level course work or vocational training in bookkeeping and personal computer operations. Three (3) to five (5) years experience that includes progressive responsibility in office work, budget preparation, basic bookkeeping and personal computer operations. Or any equivalent combination of education, training and experience that provides the requisite knowledge, skills and abilities for this position. The City of Carmel, Indiana, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, theCity will provide reasonable accommodation to qualified individuals with disabilities.

  • Administrative Assistant

    1 month ago

    Carmel, United States Manpower Full time

    Job DescriptionJob DescriptionOur client, is seeking an Administrative Assistant to join their team.  The ideal candidate will have Strong administrative skills, strong customer service skills proficient in MS Office, and Human Resources experience a plus which will align successfully in the organization. Job Title: Admin. Asst., Supporting HR...

  • Administrative Assistant

    1 month ago

    Carmel, United States Manpower Full time

    Job DescriptionJob DescriptionOur client, is seeking an Administrative Assistant to join their team.  The ideal candidate will have Strong administrative skills, strong customer service skills proficient in MS Office, and Human Resources experience a plus which will align successfully in the organization. Job Title: Admin. Asst., Supporting HR...

  • Administrative Operations Coordinator

    6 days ago

    Carmel, Indiana, United States City of Carmel Full time

    Job Title: Administrative Assistant IJob Summary:We are seeking an experienced Administrative Assistant I to join our team at the City of Carmel. The ideal candidate will have a strong background in office administration, excellent communication skills, and the ability to work in a fast-paced environment.Responsibilities:Provide administrative support to the...

  • Senior Administrative Assistant

    4 weeks ago

    Carmel, United States Indiana University Health Full time

    Job SummaryAs a Senior Administrative Assistant at Indiana University Health, you will provide high-level administrative support to leaders and teams. Your responsibilities will include managing schedules and calendars, coordinating meetings and travel arrangements, processing invoices, and handling inquiries. You will also manage work with administrative...

  • Administrative Support

    6 days ago

    Carmel, United States Aston Carter Full time

    Job Title: Administrative SupportJob Description Join our Procurement team and provide essential administrative support. This role involves handling daily mail, documents, and assisting with various administrative tasks to ensure smooth operations. Responsibilities Counting, opening, identifying, sorting, logging, uploading, and scanning all assigned...

  • Analyst I Seams Administration

    3 weeks ago

    Carmel, United States MISO Full time

    Description As our Seams Administration Analyst, you will provide tactical insights into the Market-to-Market (M2M), Flowgate Keeping, and Available Flowgate Capability (AFC) processes. You will work collaboratively with our partners in Risk Assessment, Forward Market Solutions, and other engineering teams who take part in the Congestion Management Process...

  • Administrative Assistant to RVP

    2 months ago

    Carmel, United States JobGet Staffing Full time

    JobGet Staffing Stores, Inc, a privately-held company based in Oklahoma City, Oklahoma, is seeking a qualified individual to fill an administrative position in Carmel, IN. The Administrative Assistant will report directly to the Regional Vice President.This is a full-time, Monday - Friday position.Starting full-time wage - $20.00 - $21.00 per...

  • Administrative Assistant to RVP

    10 hours ago

    Carmel, United States JobGet Staffing Full time

    JobGet Staffing Stores, Inc, a privately-held company based in Oklahoma City, Oklahoma, is seeking a qualified individual to fill an administrative position in Carmel, IN. The Administrative Assistant will report directly to the Regional Vice President.This is a full-time, Monday - Friday position.Starting full-time wage - $20.00 - $21.00 per...

  • Legal Administrative Assistant

    2 weeks ago

    Carmel, United States Balance Staffing - San Jose Full time

    Job DescriptionJob DescriptionAt Balance Staffing you are more than a resume. Let us help you achieve your career dreams. All our jobs pay weekly!Our law firm is looking for an experienced legal administrative assistant to join our litigation team in the Carmel office which consists of experienced litigators, paralegals and support members. An ideal...

  • Administrative Assistant

    2 months ago

    Carmel, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are inviting applications for the role of an Administrative Assistant in our wealth management firm based in Carmel, Indiana. This role is pivotal in providing general office support, processing data, and handling various clerical activities. This is a long term contract employment opportunity that involves a wide range of...

  • Laboratory Assistant I

    4 weeks ago

    Carmel, Indiana, United States Indiana University Health Full time

    About the RoleAs a Laboratory Assistant I at Indiana University Health, you will play a vital role in providing general laboratory services, including specimen collection, order entry, blood component preparation, and pre-analytic processing of specimens. You will also be responsible for related clerical tasks, such as patient and specimen registration, and...

  • Administrative Assistant

    4 weeks ago

    Carmel, Indiana, United States Magnolia Springs Bridgewater Full time

    About the Role:As a Receptionist at Magnolia Springs Bridgewater, you will play a vital role in providing exceptional customer service to our residents, families, and guests. Your primary responsibility will be to assist the Administrator, Office Manager, Director of Nursing, and Activity Director with various tasks, including answering phones, greeting...

  • Administrative Assistant

    4 weeks ago

    Carmel, Indiana, United States DaMar Staffing Full time

    Job Title: Legal Administrative AssistantJob Summary:We are seeking a highly organized and detail-oriented Legal Administrative Assistant to support our Managing Partner in a law firm setting. The ideal candidate will have a minimum of 3+ years of experience in a business office setting, with a strong background in MS Word, Excel, and Outlook.Key...

  • Administrative Assistant

    1 month ago

    Carmel Hamlet, United States Manpower Full time

    Our client, is seeking an Administrative Assistant to join their team.  The ideal candidate will have Strong administrative skills, strong customer service skills proficient in MS Office, and Human Resources experience a plus which will align successfully in the organization.   Job Title: Admin. Asst., Supporting HR Dept. Location: Carmel, NY Pay :...

  • Medical Administrative Assistant

    7 days ago

    Carmel, Indiana, United States Ascension Full time

    Job DescriptionDepartment: Internal MedicineSchedule: Monday-9am-6pm, Tuesday-Thursday 8:30am-5pm, Friday 8:30am-4:30pmFacility: Ascension Medical Group - ClinicResponsibilities:Work in a customer service capacity providing administrative and clerical support to patients and customers in a medical setting.Greet patients and visitors, check patients in and...

  • Administrative Assistant- Music Education

    3 weeks ago

    Carmel, United States Bach to Rock Full time

    Bach To Rock (“B2R”) America’s Music School for students of all ages is currently seeking an Administrative Assistant as a part-time employee providing administrative and front desk support to the school. Essential Duties and Responsibilities: Specific duties and responsibilities include the following but the individual will also be expected to...

  • Assistant-Administrative Senior

    3 weeks ago

    Carmel, United States Indiana University Health Full time

    Provides basic administrative and technical support for leaders and teams they support. Manages schedules/calendars, coordinates meetings, coordinates travel arrangements, processes invoices, and handles inquires as appropriate. Manages work with bas Administrative, Hospital, Senior, Assistant, Technical Support, Technology, Healthcare

  • Assistant-Administrative Senior

    3 weeks ago

    Carmel, United States Indiana University Health Full time

    Provides basic administrative and technical support for leaders and teams they support. Manages schedules/calendars, coordinates meetings, coordinates travel arrangements, processes invoices, and handles inquires as appropriate. Manages work with bas Administrative, Hospital, Senior, Assistant, Technical Support, Technology, Healthcare

  • Administrative Coordinator

    4 weeks ago

    Carmel, New York, United States J&J Management Services LLC Full time

    Job OverviewJ&J Management Services LLC is seeking a highly organized and energetic Administrative Assistant to provide support to our office employees and property managers.Key ResponsibilitiesAnswer and handle incoming phone calls and/or route them to the appropriate personSchedule appointments and maintain calendarWrite emails, memos, and letters and...

  • Legal Administrative Assistant

    2 months ago

    Carmel, United States DaMar Staffing Full time

    Job Description Client Information: Law firm founded in 2015, with offices in Indianapolis and Florida. Specializing in representing couples worldwide in the areas of US immigration matters (K1 fiance visas, marriage-based green cards and citizenship). Position Summary: On a day-to-day basis the Legal Secretary/Paralegal supports the Managing Partner in...