Admin Assistant

Admin Assistant


INDIANAPOLIS, IN, 46204


8 Month

The equipment crew member is responsible for performing tasks as scheduled or directed to assure that the 33 conference rooms and the Statehouse have the required furniture and equipment arranged and set up as requested.


Essential Duties/Responsibilities:
• Knowledge and leading the set-up of specialized sound, audio, visual, live streaming equipment, including sound mixers, monitors, DVD players, mult box and podium equipment.
• Troubleshooting issues with sound and audio equipment provided by the State, along with the customers required equipment and make necessary repairs for full functionality;


Ability to use creative thinking when issues arise and ability to quickly react and solve problems with limited resources.
• Review worksheets, organize a timeline and plan the set up for rooms and Statehouse activities.
• Assessing conference rooms and Statehouse event locations for needed equipment,gathering the necessary equipment and preparation of the space;


Ensure doors are unlocked, lights are on, and blinds are open at full length;
• Transport all unnecessary equipment and furniture to the storeroom;
• Set up all essential equipment and furniture as requested;
• Ensure conference room or meeting area is presentable by cleaning, vacuuming, dusting,and removing trash as necessary;
• Statehouse events must be handled efficiently and with an awareness of your location;
• Ensure all Statehouse event space is presentable by removing customer's trash and clean-upof catering debris;
• Reset Statehouse event space as required within the required timeframe, especially duringLegislative Session;
• Work is carried out with specific written and verbal instructions and followsstandardized/established practices in performing duties;
• Assume role of leading other staff in the absence of supervision;
• Clean carpets as scheduled / as needed using a commercial grade floor scrubber

Job Requirements:
• Practical knowledge of all audio, video and sound equipment, along with commercial grade cleaning equipment used for Statehouse & Conference Center events and upkeep;
• Ability to complete manual tasks which involve constant standing, walking, lifting, bending, twisting, and stooping;
• Must be able to follow specific instructions, orally and in writing, and work independently with minimal supervision;
• Must possess outstanding customer service skills as the incumbent may receive requests from visitors of the conference center and statehouse;
• Knowledge of the equipment and furniture used in the conference center and Statehouse for the purpose of setting up, breaking down and changing over for events;
• The ability to understand and interpret the reservation forms used for the Conference Center and the Statehouse events and the language used when describing how a room/area is to be set up for an event/meeting;
• Must be able to trouble shoot equipment failures at a moment's notice;
• Assist Supervisor in maintaining inventory of supplies, performing a physical count and tracking of items on a daily basis;
• Understanding of sound equipment, mixers, microphone, speakers and cabling, with the proficiency to set up monitors and tie into sound systems;
• Effectively communicate and collaborate with co-workers, other state agencies, and the public as required for set up and equipment needs;
• Must be able to work weekends, with minimal notice, schedule is event based;
• Sole point of contact during weekend events.


Supervisory Responsibilities/Direct Reports:


This positon does not directly supervise State employees but is responsible for supervising and assisting Project Search interns on assigned projects. This position also serves as a group leader and facilitates training efforts for new staff members.


Difficulty of Work:


Duties will be varied and complex at times related to the setup of the events. Duties can be repetitive at times. Must be able to prioritize and organize the schedule and equipment for each day. Tasks and deadlines can be changed multiple times with limited warning which requires constant flexibility and the ability to quickly adapt to changes.


Physical Effort :


Effort involves constant lifting and walking throughout the Statehouse and conference center. Constant lifting of furniture and equipment that is moderate in weight. Continual pushing and pulling of furniture and equipment on flatbed carts. All work is performed in a non-sitting position and manual dexterity is at a moderate level.


Working Conditions:


Working environment is indoors with minimal hazardous exposure and the climate is controlled through heat or air conditioning. On occasion work is done outdoors Aside from minimal risk from moving furniture, the health, safety and comfort of the workers is maintained at an appropriate level.


Position will include some weekends.