IN-DOH-Administrative Assistant

Elite WorkForce•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), including support for Division Directors, managers, and programs. The role also independently handles special projects to support the efficient operation of both divisions. DTIP develops, implements, and oversees a statewide trauma care system focused on preventing injuries, saving lives, and improving trauma patient care and outcomes. CDPCRH carries out strategies to improve Hoosiers’ health and well-being through chronic disease prevention and treatment, improved primary care practices, and evidence-based rural health practices. The position is hybrid 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. Minimal travel to service locations may be assigned. A laptop and reimbursement for job-related travel are provided as necessary. The incumbent uses extensive judgment to adapt administrative goals and procedures to complex situations and makes recommendations on agency policy revisions and administrative procedures. The incumbent works independently within agency objectives and boundaries; work is reviewed for overall administrative effectiveness. The role involves working with agency staff, administrators, representatives of 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 effective relationships with agency staff and key stakeholders.
Detail-oriented and self-motivated.
Prior working experience with Microsoft Office, including Outlook, Word, Excel, and Teams (three years stated in the skills table).
Ability to draft email and written correspondence with correct grammar, spelling, and punctuation.
Ability to maintain data-entry accuracy and confidentiality.
Strong organizational and interpersonal skills.

Nice To Haves

College-level 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 between 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 and other agency representatives; and direct incoming correspondence to the appropriate person.
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 J1 Visa Waiver program for CDPCRH.
Obtain necessary 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.