Job Description

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.