Administrative Assistant - DPW-Engineering Admin

Overview

The purpose and mission of the City of Indianapolis and Marion County is to be productive, collaborative, and compliant in our work environment so that our workforce can meet the needs of the residents of Indianapolis and Marion County.

Incumbent in this position performs a variety of administrative tasks, including initiating and coordinating clerical functions required for effective implementation of administrative policies within an administrative area. The role follows established policies and procedures, which guide most actions. Very limited independent judgment is required. Position reports to the Agency or Division.

All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents we serve.

• Prepares, schedules, reports, and tracks information for key executives and others as required.
• Prepares simple analyses of requested information or data.
• Develops or generates and distributes reports.
• Checks and follows up as required, ensuring responsibilities are met in a timely manner.
• Reviews and answers correspondence as appointed or directed.
• Coordinates collection and preparation of operating reports for the agency or division assigned.
• Answers phone lines, takes messages, provides information, or redirects calls as appropriate.
• Maintains all records, files, and documentation in accordance with federal regulation.
• Responds and resolves most questions and issues, referring only the most complex to the next level.
• Maintains confidentiality at all times.
• Additional duties may be assigned by management as necessary.

High School diploma or equivalent with a minimum of two (2) years prior work‑related experience. Courteous treatment of customers whether face‑to‑face or telephonically. Must demonstrate emotional intelligence for dealing with a diverse population. Knowledge of spreadsheets, databases, and other software is required. Must operate standard office equipment such as a calculator, copier, facsimile machine, typewriter, or computer. Must type accurately, update or create reports, and spreadsheets as needed.

Demonstrate creative ability when presented with unformatted projects or ideas. Must communicate effectively both orally and in writing.

Associate degree in Business Administration or a related field with a minimum of one (1) year of related work experience. All other qualifications listed above are also preferred.