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Administrative Assistant

Company: State of Indiana
Location: Indianapolis
Posted on: June 12, 2021

Job Description:

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana's communities every day.

At the State of Indiana, we don't just talk about diversity and inclusion - Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. We are proud to be an equal opportunity employer.

About the Indiana State Department of Health (IDOH):

The Indiana State Department of Health's mission is to promote and provide essential public health services for a healthier and safer state.


This position traditionally starts at an annual salary of $25,766. Salary for this position may be commensurate with education and job experience.

About the Job:

This role serves as the Administative Assistant to the CSHCS program and the CSHCS Director where a variety of administrative functions is necessary and quality customer service, both within the agency and outside of the agency, is required.

A Day in the Life:

The essential functions of this role are as follows:

  • Provide direct administrative support to all CSHCS staff and the division director and acts as a point of contact (POC) for the Director in the Director's absence.
  • Serves as the Team Lead for all admin staff.
  • Answering calls and triaging to the appropriate program staff or department using 'warm call' transfers.
  • Retrieves voicemail messages daily from the general program voicemail and email boxes and forward to appropriate staff or department.
  • Responsible for mailing out prior authorizations and children's brochures.
  • Sorting, stamping and distribution of all incoming mail.
  • Distribution of incoming faxes to appopriate staff or department.
  • Knowledge of all equipment and how to troubleshoot regarding issues and whom to contact for repairs.
  • Assigned as CSHCS Division Travel Liaison
  • Assigned as CSHCS Division 5th Floor Liaison
  • Ordering of all CSHCS Forms and supplies and keeping the supply room neat & organized.
  • Record Retention Coordinator for CSHCS.
  • Serve as program HIPAA privacy back-up coordinator.

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. Reasonable accommodations may be made to enable individuals with disabilities to interview and to perform the essential functions of this role.

What You'll Need for Success:

  • Must have a thorough knowledge of the CSHCS Division and how the administrative support section plays an integral role in the support of the division.s sections.
  • Must be able to work both independently and as a team player and must have a working knowledge of the program in order to transfer calls to the appropriate staff.
  • Must have working knowledge of the office machines and be able to use them as well as to troubleshoot problems and work with appropriate outside staff when the machines are in need of repair.
  • Consistently provides positive and professional customer service and usage of 'warm call transfers' when traiging calls.
  • Is expected to adhere to and apply HIPAA guidelines and maintain confidentiality with regard to Children's records.
  • Must have the ability to foster good working relationships among staff and have good listening and communication skills.
  • Is expected to be able to work well independently and apply sound judgment and decision-making ability.
  • Must have the ability to communicate both orally and in writing, and will be required to handle special projects as requested by the CSHCS Division Director.
  • Must be willing to learn new tasks as needed and complete any training that is required or deemed as needed by the supervisor.
  • Must work well under pressure and be able to multi-task a varety of duties.
  • Must be flexible & cooperative in completing additional duties as assigned.

Supervisory Responsibilities/Direct Reports:

This role does not provide direct supervision to direct reports.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

  • Three (3) medical plan options (including RX coverage) and vision/dental coverages
  • Wellness program (offers premiums discount for the medical plan)
  • Health savings account (includes bi-weekly state contribution)
  • Deferred compensation account (similar to 401k plan) with employer match
  • Two (2) fully-funded pension plan options
  • Group life insurance
  • Employee assistance program that allows for covered behavioral health visits
  • Paid vacation, personal and sick time off
  • Competitive leave policies covering a variety of employee needs
  • 12 company paid holidays, 14 on election years
  • Qualified employer for the Public Service Loan Forgiveness Program
  • New Parent Leave
  • Free Parking
  • Free LinkedIn Learning

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.

Current Employee? Click here to apply.

Keywords: State of Indiana, Indianapolis , Administrative Assistant, Other , Indianapolis, Indiana

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