IN-DOH-Administrative Assistant

Cynet Systems•Indianapolis, IN

4d•Hybrid

About The Position

Provides administrative support to the Division of Trauma and Injury Prevention (DTIP) and the Division of Chronic Disease, Primary Care and Rural Health (CDPCRH). The DTIP develops, implements, and oversees a statewide trauma care system focused on preventing injuries, saving lives, and improving trauma patient care and outcomes. The CDPCRH works to improve Hoosiers’ health and well-being through chronic disease prevention and treatment, improved primary care practices, and evidence-based rural health practices. The Administrative Assistant supports the division directors, managers, and programs, including independent work on special projects that help ensure the divisions operate smoothly and efficiently. The position is hybrid, based in a standard office environment, with three days per week at the IDOH office in downtown Indianapolis and the option to work remotely two days per week. Minimal travel to service locations may be assigned. A laptop and reimbursement for job-related travel are provided as necessary. The incumbent exercises extensive judgment in adapting administrative goals and procedures to complex situations, makes recommendations on policy revisions and administrative procedures, and independently implements recommended changes within agency objectives. Work is reviewed for general administrative effectiveness. The position involves working with agency staff, administrators, other agencies, and the public to explain policies and procedures and support cooperation and coordination.

Requirements

High school diploma or equivalent.
Three years of full-time experience in administrative support, bookkeeping, office management, or related work; related certifications and coursework may be considered toward education or experience.
General knowledge of office administrative functions, theories, and principles.
Working knowledge of research techniques and report composition.
Working knowledge of other departments’ and agencies’ functions and their impact on the department.
Ability to learn and use agency and state government system applications.
Effective written and verbal communication skills.
Attention to detail and proofreading skills.
Organizational skills, including the ability to prioritize tasks and multitask.
Ability to use Microsoft Office Suite, including Word, Excel, Publisher, PowerPoint, and Outlook.
Ability to analyze procedures and policies and write procedural manuals recommending improvements.
Ability to coordinate the work of section staff.
Ability to maintain cooperative work relationships and establish effective working relationships with agency staff and key stakeholders.
Detail-oriented and self-motivated.
Prior working experience with Microsoft Office, including Outlook, Word, Excel, and Teams.
Ability to draft email and written correspondence with correct grammar, spelling, and punctuation.
Strong attention to detail, including accuracy in data entry and maintaining confidentiality.
Strong organizational and interpersonal skills.

Nice To Haves

College or certificate-level administrative assistant or secretarial coursework.
Prior experience scheduling travel arrangements and maintaining calendars.
Prior experience with PeopleSoft.

Responsibilities

Provide a wide range of administrative assistance to two divisions.
Act as a liaison among program or department administration, state agencies, and interested parties.
Research and prepare reports for supervisors, as applicable.
Prepare and process correspondence, communicate verbally with the public or representatives of other agencies, and direct incoming correspondence to the appropriate individual.
Expedite paperwork through proper channels.
Electronically reserve vehicles and meeting rooms.
Arrange out-of-state travel, including transportation, hotel reservations, and registration, and enter arrangements into the State of Indiana PeopleSoft system.
Assist staff with expense reporting.
Arrange for new employees’ needs, such as nameplates and laptops.
Review and distribute incoming and outgoing mail.
Assist with special projects, including the J1 Visa Waiver program for CDPCRH.
Obtain required approvals for documents such as letters of support.
Coordinate clerical and administrative functions.
Recommend policy and administrative procedure revisions and implement recommended changes within agency objectives.
Perform other duties as assigned.
Travel to assigned service locations as needed.