Administrative Assistant - HCL Global Systems : Job Details

LOCALS TO IN, HYBRID & IN-PERSON INTERVIEW KEY FUNCTIONS/RESPONSIBILITIES:•Provide a wide range of administrative assistance to two divisions.•ct 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.•ssist other staff with expense reporting.•Provide arrangements for new employees by ordering name plates, laptops, etc.•Review/distribute incoming and outgoing mail.•ssist 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•ttention to detail and proofreading skills•Organizational skills with the ability to prioritize tasks effectively and multitask•bility to use Microsoft Office Suite (Word, Excel, Publisher, PowerPoint, Outlook)•bility to analyze procedures and policies and writes procedural manuals to recommend improvements•bility to coordinate the work of the section staff•bility to maintain cooperative work relationships

• bility 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 and procedures to handle complex and significant variables which are unique to the situation and agency/programs involved.RESPONSIBILITYIncumbent 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 RELATIONSHIPSIncumbent 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.