Administrative Assistant - American Technology Consulting

The Administrative Assistant will split time between the Division of Trauma andInjury Prevention (DTIP) and the Division of Chronic Disease, Primary Care andRural Health (CDPCRH). The DTIP is responsible for the development,implementation, and oversight of a comprehensive statewide trauma care systemthat prevents injuries, saves lives and improves the care and outcomes of traumapatients. The CDPCRH Division is responsible for the execution of appropriatestrategies to improve the health and well-being of Hoosiers, by way of chronicdisease prevention and treatment, improvement of primary care practices andevidence based rural health practices. The purpose of this AA position is toprovide administrative support to the Division Directors and various managersand programs in the DTIP and the CDPCRH Division, which includes independentwork on special projects to support the smooth, efficient operations of eachdivision.KEY FUNCTIONS/RESPONSIBILITIES:· Provide a wide range of administrative assistance to two divisions.· Act as liaison between program or department administration, state agencies,and interested parties.· Research and prepares various reports for supervisors, as applicable.· Prepare and process correspondence and verbally communicate with the public orother agency representatives. Directs incoming correspondence to the appropriateindividual.· Expedite paperwork through proper channels.· Electronically reserve vehicles and meeting rooms.· Make out-of-state travel arrangements, including transportation, hotelreservations, and registration and input these travel arrangements into theState of Indiana PeopleSoft system.· Assist other staff with expense reporting.· Provide arrangements for new employees by ordering name plates, laptops, etc.· Review/distribute incoming and outgoing mail.· Assist on special projects such as the J1 Visa Waiver program for CDPCRH.· Obtain necessary approvals if needed, for documents like letters of support orother similar documents.· Coordinates clerical and administrative functions * Other duties as assigned.*Travel to service locations as assigned (minimal)MINIMUM REQUIRED QUALIFICATIONS: * · High School Diploma or equivalent· 3 years full time experience performing administrative support, bookkeeping,office management, or related experience. * Related certifications and coursework may be considered for education or experience.Upon entering the role, individuals must have or obtain the followingrequirements:· General knowledge of office administrative functions, theories, and principles· Working knowledge of research techniques and report composition· Working knowledge of functions of other departments and agencies and theirimpact on the department· Learn and utilize agency and state government system applications· Effective written and verbal communication skills· Attention to detail and proofreading skills· Organizational skills with the ability to prioritize tasks effectively andmultitask· Ability to use Microsoft Office Suite (Word, Excel, Publisher, PowerPoint,Outlook)· Ability to analyze procedures and policies and writes procedural manuals torecommend improvements· Ability to coordinate the work of the section staff· Ability to maintain cooperative work relationships * · Ability to establish and maintain effective working relationships with agency staff and various key stakeholders. * · Detail-oriented and self-motivated.Relevant Information: * This is a hybrid position in a standard office environment that will require the candidate to report to the IDOH office in downtown Indianapolis 3 days per week, with the option of working remotely 2 days per week. * Laptop and reimbursement for job-related travel provided (as necessary).DIFFICULTY OF WORKIncumbent exercises extensive judgment to adapt agency administrative goals andprocedures to handle complex and significant variables which are unique to thesituation and agency/programs involved.RESPONSIBILITYIncumbent makes recommendations on policy revisions and administrativeprocedures of the agency. Incumbent works independently to implement recommendedchanges as long as general agency objectives and boundaries are maintained.Incumbent’s work is reviewed for attainment of general administrativeeffectiveness.PERSONAL WORK RELATIONSHIPSIncumbent works with a wide range of agency staff and administrators as well asrepresentatives of other agencies and the general public to explain andinterpret policy and procedure to ensure cooperation and coordination.