Administrative Assistant

Administrative Assistant

Indianapolis, IN

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 IDHS 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 IDHS area are submitted to the AA by staff.

10. IDHS Conference Rooms – Maintain and update our IDHS 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.