Administrative Assistant
3 weeks ago
Date Posted: 04/29/2024
Hiring Organization: Rose International
Position Number: 463074
Job Title: Administrative Assistant
Job Location: Indianapolis, IN, USA, 46204
Work Model: Onsite
Shift: 8:00 AM - 4:30 PM (37.5 hours/week)
Employment Type: Temporary
Estimated Duration (In months): 3
Min Hourly Rate ($): 20.00
Max Hourly Rate ($): 20.00
Must Have Skills/Attributes: Administrative, Data Entry, MS Office, Verbal Communication, Written Communication
Job Description
**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. **
Required Skills:
• Previous multi-tasking administrative assistance experience with strong written communication skills and work as part of a team or independently.
• Previous customer service experience in a customer-facing role with strong verbal communication skills.
• Working knowledge of all MS Suite of Office 365 – including data entry and the ability to learn additional software programs as needed.
Desired Skills:
• Previous experience working in an administrative/clerical role (FTE or contract) for State of IN.
• Associate degree or administrative assistant certification and/or equivalent work experience.
Education:
High School diploma or equivalent
Administrative Assistant Duties:
• PHONES – Utilizing excellent customer service, answer main phone line via MS Teams in a courteous and patient manner and transfer to appropriate staff or department using contact listing.
• VOICEMAILS – Check the admin. email inbox for voicemail messages and forward to the appropriate staff or department.
• 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.
• 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 Admin Asst MS Teams chat/files and distributed to all admins.
• PACKAGE DELIVERIES – notify appropriate contacts of any FedEx or UPS boxes dropped off at the front desk.
• COPY ROOMS – maintain each of the three copy rooms with paper and office supplies and maintaining copy machines.
• SCANNING – scan old paper files into an online electronic software system.
• VALIDATE PARKING – validate garage parking tickets when appropriate, via an online electronic software system.
• MAINTENANCE REQUESTS – Submit maintenance requests via an online portal when maintenance requests to our area are submitted to the AA by staff.
• IDHS CONFERENCE ROOMS – Maintain and update our 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 conference center room reservation form and system.
• PROCUREMENT – office supply orders from Office Depot & breakroom supplies from Fastenal via Excel spreadsheet.
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.
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