IN-IDOH-Administrative Assistant

State of Indiana
Title/Role: IN-IDOH-Administrative Assistant (805635)
Req. Status: Open
No. of Openings: 2
Total No. Filled: 0
Start Date: 07/20/2026
End Date: 12/22/2026
No New Submittals After: 06/26/2026
Max Submittals by Vendor: 1
Per Opening Currently Engaged: 0
Work Arrangement: Onsite
Worksite Address: 2 North Meridian Street, Indianapolis, IN

Workflow Process Designation (CAI Use Only): CWP
Agency Interview Type: Webcam only

Engagement Type: Contract

Short Description:
This position provides both administrative and clerical support for Licensing, Enforcement, & Survey Processing for Long Term Care and the ICF/IID programs.


Complete Description:
It is primarily responsible for saving survey data and forms, and ensuring data is entered timely and accurately into the iQIES federal databases in order to meet federal performance standards. Responsible for following the data retention plan for all public and confidential records for the Licensing, Enforcement,& Survey Processing areas.


Essential Duties/Responsibilities
Enter data in the iQIES system from federal forms included in the recertification survey kits for the LTC and ICF/IID program.
Save final survey reports(survey report with approved plan of correction) with the appropriate naming conventions to the proper survey events in iQIES.


Job Requirements
Ability to communicate both orally and in writing effectively
Ability to multitask and prioritize/coordinate work to ensure deadlines are met
Attention to detail
Ability to troubleshoot issues to minimize delays in meeting deadlines
Working knowledge of and ability to operate various information technology equipment; such as computers, printers, scanners and photocopiers
Working knowledge of and experience with basic computer programs (e.g. Word, Excel, and Outlook)
Working knowledge of or ability to learn specialized computer programs (e.g. iQIES) and other software applications utilized within the Divisio
Ability to maintain confidentiality of Division documents (e.g. surveys, complaint information, medical records)
Working knowledge of or ability to learn survey forms as relates to survey packets
Basic knowledge of agency program terminology and computer language
Working knowledge of secretarial/clerical procedures used in performing standardized office duties
Ability to prepare standardized correspondence and reports


Difficulty of Work
Employee performs varied tasks following established procedures and practices that may require some decision-making and/or problem-solving. Assignments are usually detailed with multiple variables within the assignment. Absolute accuracy is essential to program integrity. Employee must be able to handle a wide variety of people both via email and telephone, with professionalism and detail to their concerns.


Responsibility
Assignments are carried out in accordance with standardized procedures and general work instructions that require adherence to set protocols accurately and timely meeting both Federal and Division mandated time frames.


Personal Work Relationships
Maintain positive work relationships with in-house professional, administrative and secretarial/clerical staff; field staff;supervisors/managers; training staff; providers; families and residents (as applicable); IDOH personnel; CMS; and other public agencies in order to support the agency's mission of promoting, protecting, and providing for the health of Hoosiers.


Physical Effort
The physical effort required by this position is consistent with general office activities including lifting files; reaching and bending to obtain files from shelves; sitting at a desk and typing on a computer keyboard.The employee works primarily in the offices of IDOH utilizing computer systems to accomplish tasks.


Working Conditions
The employee's work will be conducted in an office setting.


Skill Required / Desired mount of Experience
Working knowledge of and ability to operate various information technology equipment; such as computers, printers, scanners and photocopiers. Required 1 Years
Working knowledge of and experience with basic computer programs (e.g. Word, Excel, and Outlook) Required 1 Years
Working knowledge of or ability to learn specialized computer programs (e.g. iQIES) and other software applications utilized within the Division Required 1 Years
Ability to maintain confidentiality of Division documents (e.g. surveys, complaint information, medical records) Required 1 Years
Working knowledge of or ability to learn survey forms as relates to survey packets Required 1 Years
Basic knowledge of agency program terminology and computer language Required 1 Years
Working knowledge of secretarial/clerical procedures used in performing standardized office duties Required 1 Years
Ability to prepare standardized correspondence and reports Required 1 Years
Ability to communicate both orally and in writing effectively Required
Ability to multitask and prioritize/coordinate work to ensure deadlines are met Required
Attention to detail Required
Ability to troubleshoot issues to minimize delays in meeting deadlines Required