Administrative Assistant

6 days ago

Indianapolis, United States Rose International Full time

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.

ADMINISTRATIVE ASSISTANT MINIMUM REQUIRED QUALIFICATIONS:

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.

Upon entering the role, individuals must have or obtain the following requirements:

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.

Detail-oriented and self-motivated.

ADMINISTRATIVE ASSISTANT SKILLS REQUIRED/DESIRED:

High school diploma.Required

3 years full time experience performing administrative support, bookkeeping, office management, or related experience.Required3Years

Prior working experience with MS Office including outlook, word, excel, Teams.Required3Years

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

KEY FUNCTIONS/RESPONSIBILITIES:

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 out-of-state 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 Client

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)

Relevant Information:

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 job-related travel 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.

  • **Only those lawfully authorized to work in the designated country associated with the position will be considered.**

  • **Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client’s business needs and requirements.**

Benefits:

For information and details on employment benefits offered with this position, please visit here. Should you have any questions/concerns, please contact our HR Department via our secure website.

California Pay Equity:

For information and details on pay equity laws in California, please visit the State of California Department of Industrial Relations' website here.

Rose International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender (expression or identity), national origin, arrest and conviction records, disability, veteran status or any other characteristic protected by law. Positions located in San Francisco and Los Angeles, California will be administered in accordance with their respective Fair Chance Ordinances.

If you need assistance in completing this application, or during any phase of the application, interview, hiring, or employment process, whether due to a disability or otherwise, please contact our HR Department.

Rose International has an official agreement (ID #132522), effective June 30, 2008, with the U.S. Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Verification Program (E-Verify). (Posting required by OCGA 13/10-91.).

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