Administrative Assistant

Millenniumsoft•Indianapolis, IN

4d•Hybrid

About The Position

The Administrative Assistant provides administrative support to the Division of Trauma and Injury Prevention (DTIP) and the Division of Chronic Disease, Primary Care and Rural Health (CDPCRH), supporting their directors, managers, programs, and special projects. DTIP develops and oversees a statewide trauma care system, while CDPCRH works to improve Hoosiers’ health through chronic disease prevention and treatment, primary care improvement, and evidence-based rural health practices. The role handles a broad range of administrative and clerical work, including communicating with the public and other agencies, processing correspondence and paperwork, preparing reports, arranging travel, helping with expense reporting, and coordinating office functions. It also supports special projects, including the CDPCRH J1 Visa Waiver program, and may involve minimal travel to service locations. This is a hybrid position in a standard office environment. The employee reports to the IDOH office in downtown Indianapolis three days per week and may work remotely two days per week. A laptop and reimbursement for job-related travel are provided as necessary.

Requirements

High school diploma or equivalent.
Three years of full-time experience in administrative support, bookkeeping, office management, or related work; relevant certifications or coursework may be considered in place of education or experience.
Three years of prior working experience with Microsoft Office, including Outlook, Word, Excel, and Teams.
Ability to draft email and written correspondence using correct grammar, spelling, and punctuation.
Strong attention to detail, including the ability to maintain data-entry accuracy and confidentiality.
Strong organizational and interpersonal skills.
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.
Ability to proofread, 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 effective working relationships with agency staff and key stakeholders.
Detail-oriented and self-motivated.

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 DTIP and CDPCRH.
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 and communicate verbally with the public and other agency representatives.
Direct incoming correspondence to the appropriate individual and 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 name plates and laptops.
Review and distribute incoming and outgoing mail.
Assist with special projects, including the CDPCRH J1 Visa Waiver program.
Obtain required approvals for documents such as letters of support.
Coordinate clerical and administrative functions.
Travel to service locations as assigned; travel is minimal.
Perform other duties as assigned.
Recommend policy revisions and administrative procedure changes, and independently implement recommended changes within agency objectives and boundaries.