IN-DOH-Administrative Assistant

Administrative Assistant

The incumbent works as an Administrative 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. The 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 compliance 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.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time.

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 Safety Teams.
• Ability to maintain cooperative work relationships.

Difficulty of Work: This role will work within generally accepted management and program guidelines that may be of a repetitive nature and/or with restricted scope. These programs involve several variables that are interrelated.

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 maintain 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 should be expected.

Working Conditions: The position works primarily in Central Office in a standard office environment.