Clerical Assistant

Millenniumsoft•Indianapolis, IN

1d•$0 - $28•Onsite

About The Position

The Clerical Assistant supports the Bureau of Developmental Disabilities Services (BDDS) District field office staff and the people who interact with the Bureau, including consumers, families, service providers, and community agencies. The Clerical Assistant is often the first person a visitor or caller meets, and the role keeps the office running smoothly and efficiently.

Requirements

1 year in a customer service or front desk position
1 year of multi-line switchboard operation
1 year with Microsoft Word and Excel, with accurate data entry
Written and verbal communication
Interpersonal skills, in person and on the phone
Organization and record keeping
Flexibility in working with different personalities and a broad range of responsibilities
Working well under pressure
Data entry accuracy
Operation of office equipment
Reliability and a professional appearance
Ability to work at the BDDS district field office

Responsibilities

Greet and direct guests, and assist walk-in clients with general information, new applications, and requested documents
Operate the central telephone system, answer calls, and direct them to the right person
Answer callers' basic questions and help them use the online BDDS Waiting List portal
Manage the voicemail system during the day and set up the after-hours system
Operate all office equipment (copier, printer, fax, computer, postage machine)
Do daily machine maintenance, such as refilling paper and changing toner
Troubleshoot minor problems or arrange repairs
Maintain the office equipment inventory and supply inventory
Gather documents for BDS appeal hearings
Navigate BDS databases to locate needed documents
Respond to documentation requests in a timely manner
Mail application packets to consumers and families within one business day of receiving client information
Open, date stamp, and distribute incoming mail
Process postage and deliver outgoing mail, including certified and overnight deliveries
Process new applications, log them on the application tracking log, and file and upload documents within one day of receipt
Document intakes on the intake tracking log, upload files to the online database, and file records according to retention policies
Enter new applications into DART for each individual's file
Schedule assessments and maintain records of consumer assessments
Make sure attendance forms and mileage vouchers are submitted on time
Help new staff access electronic calendars, scanners, copiers, and fax machines, and set up voicemail and mailboxes
Complete filing on a regular basis
Perform other administrative tasks as assigned