RICEFW Technologies
IN-DOH-Administrative Assistant
RICEFW Technologies, Indianapolis, Indiana, us, 46262
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.
The Administrative Assistant will split time between the Divisionof 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 systemthat prevents injuries, saves lives and improves the care and outcomes oftrauma patients. The CDPCRH Division is responsible for the execution ofappropriate strategies to improve the health and well-being of Hoosiers, by wayof chronic disease prevention and treatment, improvement of primary carepractices and evidence based rural health practices. The purpose of this AAposition is to provide administrative support to the Division Directors andvarious managers and programs in the DTIP and the CDPCRH Division, whichincludes independent work on special projects to support the smooth, efficientoperations of each division.
KEY FUNCTIONS/RESPONSIBILITIES:•Providea wide range of administrative assistance to two divisions.•Actas liaison between program or department administration, state agencies, andinterested parties.•Researchand prepares various reports for supervisors, as applicable.•Prepareand process correspondence and verbally communicate with the public or otheragency representatives. Directs incoming correspondence to the appropriateindividual.•Expeditepaperwork through proper channels.•Electronicallyreserve vehicles and meeting rooms.•Makeout-of-state travel arrangements, including transportation, hotel reservations,and registration and input these travel arrangements into the State of IndianaPeopleSoft system.•Assistother staff with expense reporting.•Providearrangements for new employees by ordering name plates, laptops, etc.•Review/distributeincoming and outgoing mail.•Assiston special projects such as the J1 Visa Waiver program for CDPCRH.•Obtainnecessary approvals if needed, for documents like letters of support or othersimilar documents.•Coordinatesclerical and administrative functions•Otherduties as assigned.*Travel to service locations as assigned (minimal)
MINIMUM REQUIRED QUALIFICATIONS:
HighSchool Diploma or equivalent•3years full time experience performing administrative support, bookkeeping,office management, or related experience.
Related certifications andcoursework may be considered for education or experience.Upon entering the role, individuals must have or obtain thefollowing requirements:•Generalknowledge of office administrative functions, theories, and principles•Workingknowledge of research techniques and report composition•Workingknowledge of functions of other departments and agencies and their impact onthe department•Learnand utilize agency and state government system applications•Effectivewritten and verbal communication skills•Attentionto detail and proofreading skills•Organizationalskills with the ability to prioritize tasks effectively and multitask•Abilityto use Microsoft Office Suite (Word, Excel, Publisher, PowerPoint, Outlook)•Abilityto analyze procedures and policies and writes procedural manuals to recommendimprovements•Abilityto coordinate the work of the section staff•Abilityto maintain cooperative work relationships
Abilityto establish and maintain effective working relationships with agency staff andvarious key stakeholders.Detail-orientedand self-motivated.
RelevantInformation:•This is a hybrid position in a standardoffice environment that will require the candidate to report to the IDOH officein downtown Indianapolis 3 days per week, with the option of working remotely 2days per week.•Laptop and reimbursement for job-relatedtravel 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.Required/Desired Skills
SkillRequired /DesiredAmountof ExperienceHigh school diploma.Required03 years full time experience performing administrative support, bookkeeping, office management, or related experience.Required3YearsPrior working experience with MS Office including outlook, word, excel, Teams.Required3YearsAbility to draft email and written correspondence using correct grammar, spelling, and punctuation.Required0Strong attention to detail with ability to maintain data entry accuracy and confidentiality.Required0Strong organizational and interpersonal skills.Required0College or certificate level administrative assistant or secretarial coursework.Highly desired0Prior working experience scheduling travel arrangements and maintaining calendars.Highly desired0Prior experience with People Soft.Highly desired0Questions
No.QuestionQuestion1Absences greater than two weeks MUST be approved by CAI management in advance, and contact information must be provided to CAI so that the resource can be reached during his or her absence. The Client has the right to dismiss the resource if he or she does not return to work by the agreed upon date. Do you agree to this requirement?Question2What is your candidate's email address?Question3Where does your candidate currently reside (City & State)?Question4If selected for engagement, your candidate's hourly Pay Rate must be NA/hour. The Provider Markup for this position is 24%. Do you agree to these requirements?Question5Position is hybrid with 3 days on-site required, 2 days remote, to take effect at the discretion of the hiring manager after a period of orientation. Does candidate agree to this requirement?
The Administrative Assistant will split time between the Divisionof 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 systemthat prevents injuries, saves lives and improves the care and outcomes oftrauma patients. The CDPCRH Division is responsible for the execution ofappropriate strategies to improve the health and well-being of Hoosiers, by wayof chronic disease prevention and treatment, improvement of primary carepractices and evidence based rural health practices. The purpose of this AAposition is to provide administrative support to the Division Directors andvarious managers and programs in the DTIP and the CDPCRH Division, whichincludes independent work on special projects to support the smooth, efficientoperations of each division.
KEY FUNCTIONS/RESPONSIBILITIES:•Providea wide range of administrative assistance to two divisions.•Actas liaison between program or department administration, state agencies, andinterested parties.•Researchand prepares various reports for supervisors, as applicable.•Prepareand process correspondence and verbally communicate with the public or otheragency representatives. Directs incoming correspondence to the appropriateindividual.•Expeditepaperwork through proper channels.•Electronicallyreserve vehicles and meeting rooms.•Makeout-of-state travel arrangements, including transportation, hotel reservations,and registration and input these travel arrangements into the State of IndianaPeopleSoft system.•Assistother staff with expense reporting.•Providearrangements for new employees by ordering name plates, laptops, etc.•Review/distributeincoming and outgoing mail.•Assiston special projects such as the J1 Visa Waiver program for CDPCRH.•Obtainnecessary approvals if needed, for documents like letters of support or othersimilar documents.•Coordinatesclerical and administrative functions•Otherduties as assigned.*Travel to service locations as assigned (minimal)
MINIMUM REQUIRED QUALIFICATIONS:
HighSchool Diploma or equivalent•3years full time experience performing administrative support, bookkeeping,office management, or related experience.
Related certifications andcoursework may be considered for education or experience.Upon entering the role, individuals must have or obtain thefollowing requirements:•Generalknowledge of office administrative functions, theories, and principles•Workingknowledge of research techniques and report composition•Workingknowledge of functions of other departments and agencies and their impact onthe department•Learnand utilize agency and state government system applications•Effectivewritten and verbal communication skills•Attentionto detail and proofreading skills•Organizationalskills with the ability to prioritize tasks effectively and multitask•Abilityto use Microsoft Office Suite (Word, Excel, Publisher, PowerPoint, Outlook)•Abilityto analyze procedures and policies and writes procedural manuals to recommendimprovements•Abilityto coordinate the work of the section staff•Abilityto maintain cooperative work relationships
Abilityto establish and maintain effective working relationships with agency staff andvarious key stakeholders.Detail-orientedand self-motivated.
RelevantInformation:•This is a hybrid position in a standardoffice environment that will require the candidate to report to the IDOH officein downtown Indianapolis 3 days per week, with the option of working remotely 2days per week.•Laptop and reimbursement for job-relatedtravel 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.Required/Desired Skills
SkillRequired /DesiredAmountof ExperienceHigh school diploma.Required03 years full time experience performing administrative support, bookkeeping, office management, or related experience.Required3YearsPrior working experience with MS Office including outlook, word, excel, Teams.Required3YearsAbility to draft email and written correspondence using correct grammar, spelling, and punctuation.Required0Strong attention to detail with ability to maintain data entry accuracy and confidentiality.Required0Strong organizational and interpersonal skills.Required0College or certificate level administrative assistant or secretarial coursework.Highly desired0Prior working experience scheduling travel arrangements and maintaining calendars.Highly desired0Prior experience with People Soft.Highly desired0Questions
No.QuestionQuestion1Absences greater than two weeks MUST be approved by CAI management in advance, and contact information must be provided to CAI so that the resource can be reached during his or her absence. The Client has the right to dismiss the resource if he or she does not return to work by the agreed upon date. Do you agree to this requirement?Question2What is your candidate's email address?Question3Where does your candidate currently reside (City & State)?Question4If selected for engagement, your candidate's hourly Pay Rate must be NA/hour. The Provider Markup for this position is 24%. Do you agree to these requirements?Question5Position is hybrid with 3 days on-site required, 2 days remote, to take effect at the discretion of the hiring manager after a period of orientation. Does candidate agree to this requirement?