Job ID: IN-799645 (92890421)
Hybrid/Local Admin Assistant with MS Office, proofreading, filing, onboarding/badges, procurement, Facility coordination experience
Location: Indianapolis, IN (Indiana Department of Child Services – DCS)
Duration: 12 Months
Interview Type: In person only
Skills:
High school Diploma Required
Prior experience in an administrative assistant position, at least 4 years Required 4 Years
Previous experience in a position that demanded a high level of confidentiality Required
Working knowledge of Microsoft Word, Outlook, PowerPoint and Excel Required
Effective written and verbal communication skills Required
Attention to detail and proofreading skills Required
Organizational skills with the ability to prioritize tasks effectively and multitask Required
Provides administrative support to either a team or individual. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing.
OVERVIEW:
4 to 5 years of experience. Involved in a variety of administrative duties involving judgment in the application of relatively standardized administrative precedents, policies, and procedures.
DUTIES
Badge access (onboarding and changes) – requires 1-3 hours a day because we get several emails statewide, they would follow a process and would be given access to the program (highly confidential)
Office equipment:
Surplus process of equipment – this could be taking equipment to surplus to be used elsewhere or heavy trash
Managing supplies in general around the office (extra, layoffs, etc.)
Office furniture and desk chair orders – ordering, procurement
Office supplies:
Ordering, managing and keeping organized
Copier maintenance and toner supply
Organize semi-annual office clean up
Assist Finance with asset management review
Assist staff with administrative questions and internal processes (backup to Alley)
Coordinate with Alley to configure workspace and meeting logistics
Meeting Space & Facility Coordination
Manage two conference room reservation calendars
Coordinate meeting space reservations
Ensure rooms are available and prepared for meetings
Troubleshoot scheduling conflicts
Staff Onboarding Support
Support onboarding coordination for new staff members
Assist with workspace setup and office logistics
Help new employees navigate office procedures and resources
Serve as Backup to Executive Assistant
Calendar coordination support
Meeting preparation assistance
Document preparation and administrative tasks