Administrative assistant

Job Title:
Administrative Assistant
Req :
734831 - our client indiana - IN-Client-Administrative Assistant
Pay Rate:
Depends on experience
Location:
Indianapolis, Indiana 46204

JOB
DESCRIPTION:

CONTRACTOR ADMINISTRATIVE ASSISTANT DUTIES:

1.PHONES - Utilizing excellent customer service, answer agency main phone line via MSTeams in a courteous and patient manner and transfer to appropriate staff or department using agency contact listing.

2.VOICEMAILS - Check the admin. email inbox for voicemail messages and forward to the appropriate staff or department.

3.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.

4.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 IClient Admin Asst MSTeams chat/files and distributed to all admins.

5.PACKAGE DELIVERIES - notify appropriate contacts of any Fed Ex or UPS boxes dropped off at the front desk.

6.COPY ROOMS - maintain each of the three copy rooms with paper and office supplies and maintaining copy machines.

7.SCANNING - scan old paper files into an online electronic software system.

8.VALIDATE PARKING - validate garage parking tickets when appropriate, via an online electronic software system.

9.MAINTENANCE REQUESTS - Submit maintenance requests via an online portal when maintenance requests to our IClient area are submitted to the AA by staff.

10.IClient CONFERENCE ROOMS - Maintain and update our IClient 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 State of Indiana's conference center room reservation form and system. Work with IDOA on special requests.

• PROCUREMENT - office supply orders from Office Depot & breakroom supplies from Fastenal via Excel spreadsheet.