Administrative Assistant

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.

Complete Description

The successful candidate will split time between the Division of Trauma and Injury Prevention (DTIP) and the Division of Chronic Disease, Primary Care and Rural Health (CDPCRH). The DTIP is responsible for the development, implementation, and oversight of a comprehensive statewide trauma care system that prevents injuries, saves lives, and improves the care and outcomes of trauma patients. The CDPCRH Division is responsible for the execution of appropriate strategies to improve the health and well-being of Hoosiers, by way of chronic disease prevention and treatment, improvement of primary care practices, and evidence-based rural health practices. The purpose of this position is to provide administrative support to the Division Directors and various managers and programs in the DTIP and the CDPCRH Division, which includes independent work on special projects to support the smooth, efficient operations of each division.

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 prepare various reports for supervisors, as applicable.
• Prepare and process correspondence and verbally communicate with the public or other agency representatives. Direct 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 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 CDPCRH.
• Obtain necessary approvals if needed, for documents like letters of support or other similar documents.
• Coordinate clerical and administrative functions.
• Other duties as assigned.
• Travel to service locations as assigned (minimal).
  
  

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 write 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.
  
  

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.

Skills

• High school diploma.
• 3 years full-time experience performing administrative support, bookkeeping, office management, or related experience.
• Prior working experience with MS Office including Outlook, Word, Excel, Teams.
• Ability to draft email and written correspondence using correct grammar, spelling, and punctuation.
• Strong attention to detail with ability to maintain data entry accuracy and confidentiality.
• Strong organizational and interpersonal skills.
• 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 PeopleSoft (Highly desired).
  
  

Questions

• Absences greater than two weeks MUST be approved by CAI management in advance, and contact information must be provided to CAI so that the resource can be reached during his or her absence. The Client has the right to dismiss the resource if he or she does not return to work by the agreed upon date. Do you agree to this requirement?
• What is your candidate’s email address?
• Where does your candidate currently reside (City & State)?
• If selected for engagement, your candidate’s hourly Pay Rate must be ***/hour. The Provider Markup for this position is 24%. Do you agree to these requirements?
• Position is hybrid with 3 days on-site required, 2 days remote, to take effect at the discretion of the hiring manager after a period of orientation. Does candidate agree to this requirement?
  
  

Agency Interview Type

Phone and in-person

Work Arrangement

Hybrid