Seasonal Front Desk Admin

State of Indiana•La Porte, IN

About The Position

This seasonal position provides basic front desk, reception, and administrative support within INDOT’s Customer Service Department and across the LaPorte District complex. The employee helps maintain consistent front-office operations by managing the lobby, welcoming and directing visitors, handling mail and parcel deliveries, scheduling conference rooms for internal and external meetings, and resetting and maintaining meeting spaces. The role also includes managing conference room calendars and spreadsheets or Word documents, and assisting the Customer Service Manager and department or agency with other assigned duties. The employee performs clerical work for INDOT divisions, including opening and sorting mail, composing and editing correspondence, maintaining files, entering data, screening and directing telephone calls, and serving as a receptionist. The position may also provide customer service by responding to calls, maintain files and databases used to track customer requests and investigations, research and respond to inquiries, work on special projects, and prepare reports. Duties and responsibilities may change or be assigned without notice.

Requirements

High school graduate or equivalent.
Basic knowledge of agency programs, practices, policies, procedures, objectives, and goals relevant to standard administrative positions.
Excellent interpersonal skills.
Ability to gather, collate, and classify information about data, people, or things; define problems, collect data, establish facts, and draw valid conclusions.
Ability to write letters, papers, and reports and handle sensitive, face-to-face inquiries and contacts with the general public.
Ability to maintain confidentiality.
Ability to communicate orally and in writing.

Nice To Haves

Considerable computer skills with Microsoft Office software.

Responsibilities

Manage the lobby and welcome and direct visitors.
Handle mail and parcel deliveries, including opening and sorting mail.
Schedule conference rooms, manage room calendars, and reset and maintain meeting spaces.
Provide general administrative support to departments within the complex.
Compose and edit correspondence, maintain files, enter data, and manage spreadsheets and Word documents.
Screen and direct telephone calls and serve as a division-office receptionist.
Provide customer service and field customer service calls.
Maintain and organize files and databases for tracking customer requests, investigations, and system responses.
Research and respond to inquiries, assist with special projects, and prepare reports.
Perform other assigned duties to assist the Customer Service Manager and the department or agency.