Administrative Assistant

Administrative AssistantIndianapolis, INADMINISTRATIVE ASSISTANT DUTIES:1. PHONES - Utilizing excellent customer service, answer agency main phone line via MSTeams in a courteous and patient manner and transfer to appropriate staff or department using agency contact listing.2. VOICEMAILS - Check the admin. email inbox for voicemail messages and forward to the appropriate staff or department.3. GUESTS/VISITORS/CAMERAS - Greet guests/visitors in a courteous manner, ask to help them and direct to appropriate staff or department. Watch lobby cameras for foot traffic or suspicious visitors.4. CONTACT LISTINGS - Maintain a current contact listing for the agency and important numbers listing. This is a living document that needs updated often. copy to be placed in IDHS Admin Asst MSTeams chat/files and distributed to all admins.5. PACKAGE DELIVERIES - notify appropriate contacts of any FedEx or UPS boxes dropped off at the front desk.6. COPY ROOMS - maintain each of the three copy rooms with paper and office supplies and maintaining copy machines.7. SCANNING - scan old paper files into an online electronic software system.8. VALIDATE PARKING - validate garage parking tickets when appropriate, via an online electronic software system.9. MAINTENANCE REQUESTS - Submit maintenance requests via an online portal when maintenance requests to our IDHS area are submitted to the by staff.10. IDHS CONFERENCE ROOMS - Maintain and update our IDHS conference room reservations via Outlook Calendar.Possible future additional duties for a qualified applicant.• EVENTS - assist other administrative and agency staff with events as needed.• CONFERENCE CENTER RESERVATIONS - Ability to learn the State of Indiana's conference center room reservation form and system. Work with IDOA on special requests.