IN-DOH-Administrative Assistant

Wiserhunt•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 the division directors, managers, and programs. The role includes independent special projects that help ensure the smooth and efficient operation of both divisions. DTIP develops, implements, and oversees a statewide trauma care system focused on injury prevention and improving trauma care outcomes. CDPCRH works to improve Hoosiers’ health and well-being through chronic disease prevention and treatment, stronger primary care practices, and evidence-based rural health practices. This hybrid position is based at the Indiana Department of Health office in downtown Indianapolis. The employee is expected to work onsite three days per week and may work remotely two days per week, with the arrangement taking effect at the hiring manager’s discretion after an orientation period. 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 agency administrative goals and procedures to complex situations. The role may include recommendations on policy revisions and administrative procedures, and independently implementing recommended changes within agency objectives and boundaries. Work is reviewed for overall administrative effectiveness. The employee works with agency personnel, 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; relevant 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 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.
Three years of prior working experience with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
Ability to draft email and written correspondence using correct grammar, spelling, and punctuation.
Strong attention to detail, including maintaining data-entry accuracy and 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.
Serve 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 and other agency representatives, and direct incoming correspondence to the appropriate person.
Expedite paperwork through the appropriate channels.
Electronically reserve vehicles and meeting rooms.
Arrange out-of-state travel, including transportation, hotel reservations, and registration, and enter travel arrangements into the State of Indiana PeopleSoft system.
Assist staff with expense reporting.
Arrange for new employees’ needs, including ordering name plates and laptops.
Review and distribute incoming and outgoing mail.
Assist with special projects, such as the CDPCRH J1 Visa Waiver program.
Obtain required approvals for documents such as letters of support.
Coordinate clerical and administrative functions.
Make recommendations regarding agency policy revisions and administrative procedures and implement recommended changes within agency objectives and boundaries.
Perform other duties as assigned.
Travel to service locations as assigned; travel is expected to be minimal.