Administrative Assistant

Job Description

Job Description

Provides administrative support to either a team or individual. Duties may include fielding telephone calls, reviewing and responding to email inquiries, word processing, updating spreadsheets and presentations, and filing.

•Administers staff functions in support of program area
·   Manage the registration for contract bidding requiring proficiency with Pre-Construction module, to grant bidding access for contractors.
·    Manage Customer Service in-bound calls and inquiries by either promptly answering the inquiry with knowledge of INDOT or direct the requestor to the correct contact.
·   Support Business Systems Consultants with internet postings and other tasks as needed
·    Administer report database insuring that all reports are present and correcting for current letting date and uploading missing documents.
·     Administer the pay item bid analysis reports for the Construction Cost and Estimating groups using the Preconstruction software.
·      Provide support for the three main divisions with other work related duties as needed.  Archiving reports, validating dates in reports and organize construction pre-bid meeting information/data.
·     The position requires ability to recognize and maintain confidentiality concerning employee information, contractor information, and bid analysis tools and data.

Performs related duties as required.
JOB REQUIREMENTS
•Specialized knowledge of theories, principles, and practices of administrative management
•Working knowledge of state governmental administrative structure
•Working knowledge of assigned program area
•Effectively communicate, both orally and in writing

DIFFICULTY OF WORK
Incumbent uses judgment to recommend appropriate methods and procedures to handle a wide range of situations encountered. Individual cases may involve multiple variables to be considered which could significantly affect possible outcomes for the program involved.

RESPONSIBILITY
Incumbent advises a program director on non-routine administrative decisions which significantly affect the administration of the program in the assigned area. Program purpose and goals is set and unusual program and minor deviations from the norm are discussed with program administrator at the discretion of Incumbent. Work is reviewed for soundness of judgment and conformance with general agency policy and guidelines.

PERSONAL WORK RELATIONSHIPS
Incumbent works with a wide range of agency staff as well as directors and their representatives of other agencies and the general public to explain and interpret policy and procedures to ensure coordination and cooperation.