Administrative Skills, Copying Machines, Customer Support/Service, Email Management/Administration, Equipment Maintenance/Repair, Microsoft Excel, Order Delivery, Purchasing/Procurement, Voice Mail
LOCATION
Indianapolis, IN
POSTED
1 day ago
Administrative Assistant Indianapolis, IN
ADMINISTRATIVE ASSISTANT DUTIES:
1. 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.
2. VOICEMAILS - Check the admin. email inbox for voicemail messages and forward to the appropriate staff or department.
3. 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.
4. CONTACT LISTINGS - Maintain a current contact listing for the agency and important numbers listing. This is a living document that needs updated often. copy to be placed in IDHS Admin Asst MSTeams chat/files and distributed to all admins.
5. PACKAGE DELIVERIES - notify appropriate contacts of any FedEx or UPS boxes dropped off at the front desk.
6. COPY ROOMS - maintain each of the three copy rooms with paper and office supplies and maintaining copy machines.
7. SCANNING - scan old paper files into an online electronic software system.
8. VALIDATE PARKING - validate garage parking tickets when appropriate, via an online electronic software system.
9. MAINTENANCE REQUESTS - Submit maintenance requests via an online portal when maintenance requests to our IDHS area are submitted to the by staff.
10. IDHS CONFERENCE ROOMS - Maintain and update our IDHS conference room reservations via Outlook Calendar.
Possible future additional duties for a qualified applicant. • 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.