DOH-Administrative Assistant

Short Description

This role provides essential support to the commission by coordinating administrative operations, facilitating communication with internal and external stakeholders, and ensuring timely and accurate processing of program documentation.

Purpose of Position /

Summary:

The incumbent works as an Administrative Assistant with the Indiana Department of Health (IDOH) Food Protection Division (FPD), Manufactured Foods Program. This role provides essential support to the commission by coordinating administrative operations, facilitating communication with internal and external stakeholders, and ensuring timely and accurate processing of program documentation. This role plays a key part in maintaining regulatory compliance, supporting budget and grant activities, and enhancing the overall efficiency of the fast‑paced programmatic areas.

• Takes and transcribes dictation, types letters, agendas, memos, minutes, statistical reports and forms such as budget reports.
• Act as a liaison between program leadership, other state agencies, regulated businesses, and external stakeholders.
• Review incoming documents for accuracy, completeness, and compliance with federal, state, and local regulations; obtain necessary approvals when required.
• Coordinate clerical and administrative functions such as file maintenance, meeting logistics, and supply management.
• Interpret and communicate routine policy guidance to stakeholders, ensuring clarity and consistency.
• Research and prepare reports, summaries, and data analyses for the Program Manager and other leadership staff.
• Prepare, process, and route correspondence; verbally communicate with the public and agency representatives; and direct incoming inquiries to appropriate personnel.
• The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time.

• High School Diploma or equivalent.
• 3 years full‑time experience performing administrative support, bookkeeping, office management, or related experience.
• 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.
• Effective written and verbal communication skills.
• Attention to detail and proofreading skills.
• Organizational skills with ability to prioritize tasks effectively and multitask.
• Ability to use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to analyze procedures and policies and write procedural manuals to recommend improvements.
• Experience in a food preparation environment preferred.
• Ability to maintain cooperative work relationships.

None

This role will work within generally accepted management and program guidelines that may be of a repetitive nature and/or with restricted scope. These programs involve several variables that are interrelated.

The individual will work with employees in the programs as well as other programs with the Division, other agencies or departments, and the general public to interpret program policy, procedures, and maintain coordination of work. The individual will receive specific instructions on unusual problems and must refer all deviations from the norm to the manager. Results are reviewed for soundness of judgement, adherence to directions, and technical competence.

The individual will be expected to partner with agency personnel and related stakeholders working towards completion of assigned duties. Exceptional customer service is provided to agency partners and/or the general public.

This role performs work in an environment where sitting for extended periods of time should be expected.

The position works primarily in Central Office in a standard office environment.

• High School or equivalent required.
• Prior administrative assistant experience required (3 years).
• Ability to use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) required.
• Strong written and verbal communication skills required.
• Strong organization skills required.
• Experience in a food preparation environment desired.