The Administrative Assistant will split time between the Division of Trauma and
Injury Prevention (DTIP) and the Division of Chronic Disease, Primary Care and
Rural Health (CDPCRH). The DTIP is responsible for the development,
implementation, and oversight of a comprehensive statewide trauma care system
that prevents injuries, saves lives and improves the care and outcomes of trauma
patients. The CDPCRH Division is responsible for the execution of appropriate
strategies to improve the health and well-being of Hoosiers, by way of chronic
disease prevention and treatment, improvement of primary care practices and
evidence based rural health practices. The purpose of this AA position is to
provide administrative support to the Division Directors and various managers
and programs in the DTIP and the CDPCRH Division, which includes independent
work on special projects to support the smooth, efficient operations of each
division.
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 or
other agency representatives. Directs incoming correspondence to the appropriate
individual.
· Expedite paperwork through proper channels.
· Electronically reserve vehicles and meeting rooms.
· Make out-of-state travel arrangements, including transportation, hotel
reservations, and registration and input these travel arrangements into the
State 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 or
other 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 following
requirements:
· 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 their
impact 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 and
multitask
· Ability to use Microsoft Office Suite (Word, Excel, Publisher, PowerPoint,
Outlook)
· Ability to analyze procedures and policies and writes procedural manuals to
recommend 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 WORK
Incumbent exercises extensive judgment to adapt agency administrative goals and
procedures to handle complex and significant variables which are unique to the
situation and agency/programs involved.
RESPONSIBILITY
Incumbent makes recommendations on policy revisions and administrative
procedures of the agency. Incumbent works independently to implement recommended
changes as long as general agency objectives and boundaries are maintained.
Incumbent’s work is reviewed for attainment of general administrative
effectiveness.
PERSONAL WORK RELATIONSHIPS
Incumbent works with a wide range of agency staff and administrators as well as
representatives of other agencies and the general public to explain and
interpret policy and procedure to ensure cooperation and coordination.A
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