Administrative Assistant

3 weeks ago


Indianapolis, United States Rose International Full time

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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