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Apollo ITS

Administrative Assistan Job at Apollo ITS in Indianapolis

Apollo ITS, Indianapolis, IN, United States

Position- Administrative Assistant
Location- Indianapolis, IN (Onsite)
Duration- 5 Month

Agency Interview - Phone and in-person

Description::
  • The incumbent works as diministrative Assistant with the Indiana Department of Health (IDOH) Food Protection Division (FPD), Rapid Response Team (RRT) and the Produce Safety Team.
  • Under the supervision of the RRT/Produce Safety Program Manager, this person acts as an assistant for the manager and all team members in order to complete duties efficiently
he incumbent will:
  • Provide a wide range of administrative assistance to two programs within the Food Protection Division. -- Act as a liaison between program or department administration, state agencies, and other stakeholders.
  • Provide routine policy interpretation and related decisions to stakeholders.
  • -- Research and prepare various reports for manager.
  • Prepare and processes correspondence and verbally communicates with the public or other agency representatives. Directs incoming correspondence to the appropriate individual.
  • Reviews and inspects incoming documents for accuracy, completeness, and to ensure dompliance with applicable federal, state, and local rules and regulations. Obtains necessary approvals if needed.
  • Provides technical guidance and composes manuals for agency personnel. --
  • Coordinates clerical and administrative functions. -- Other duties as assigned.
Job Requirements:
  • High School Diploma or equivalent. -- 3 years full time experience performing administrative support, bookkeeping, office management, or related experience.
  • 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.
  • 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, PowerPoint, Outlook) -
  • Ability to analyze procedures and policies and writes procedural manuals to recommend improvements. -- Ability to coordinate the work of the RRT and Produce
Responsibility:
  • The individual will work with employees in the programs as well as other programs with the Division and with other agencies or departments as well as the general public to interpret program policy and procedures and maintian coordination of work.
  • The individual will receive specific instructions on unusual problems and must refer all deviations from the norm to the manager.
  • Results are reviewed for soundness of judgement, adherence to directions, and technical competence.
  • Personal Work Relationships: The individual will be expected to partner with agency personnel and related stakeholders working towards completion of assigned duties.
  • Exceptional customer service is provided to agency partners and/or the general public. Physical Effort:
  • This role performs work in an environment where sitting for extended periods of time
  • Working Conditions: The position works primarily in Central Office in a standard office environment.
Required/Desired Skills:
  • High school diploma or equivalent
  • 3 years full time experience performing administrative support, bookkeeping, office management, or related experience
  • Ability to use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook
  • Prior experience analyzing procedures and policies and writing procedural manuals.
  • Prior experience with researching and preparing departmental reports.
  • Strong communication skills, both written and verbal.
  • Prior working experience in an assistant manager role in an office environment.