Administrative Assistant
IN-DHS-Administrative Assistant
Location : Indianapolis, IN (Onsite)
Client : State of Indiana
Duration: 6+ Months
Job Description
CONTRACTOR ADMINISTRATIVE ASSISTANT DUTIES:
Location : Indianapolis, IN (Onsite)
Client : State of Indiana
Duration: 6+ Months
Job Description
CONTRACTOR ADMINISTRATIVE ASSISTANT DUTIES:
- PHONES – Utilizing excellent customer service, answer agency main phone line via MSTeams in a courteous and patient manner and transfer to appropriate staff or department using agency contact listing.
- VOICEMAILS – Check the admin. email inbox for voicemail messages and forward to the appropriate staff or department.
- GUESTS/VISITORS/CAMERAS – Greet guests/visitors in a courteous manner, ask to help them and direct to appropriate staff or department. Watch lobby cameras for foot traffic or suspicious visitors.
- CONTACT LISTINGS – Maintain a current contact listing for the agency and important numbers listing. This is a living document that needs updated often. A copy to be placed in IDHS Admin Asst MSTeams chat/files and distributed to all admins.
- PACKAGE DELIVERIES – notify appropriate contacts of any FedEx or UPS boxes dropped off at the front desk.
- COPY ROOMS – maintain each of the three copy rooms with paper and office supplies and maintaining copy machines.
- SCANNING – scan old paper files into an online electronic software system.
- VALIDATE PARKING – validate garage parking tickets when appropriate, via an online electronic software system.
- MAINTENANCE REQUESTS – Submit maintenance requests via an online portal when maintenance requests to our IDHS area are submitted to the AA by staff.
- IDHS CONFERENCE ROOMS – Maintain and update our IDHS conference room reservations via Outlook Calendar.
- EVENTS – assist other administrative and agency staff with events as needed.
- CONFERENCE CENTER RESERVATIONS – Ability to learn the State of Indiana’s conference center room reservation form and system. Work with IDOA on special requests.
- PROCUREMENT – office supply orders from Office Depot & breakroom supplies from Fastenal via Excel spreadsheet.
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Seniority level
Entry level -
Employment type
Full-time -
Job function
Administrative -
Industries
IT Services and IT Consulting
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