Administrative Assistant

Job Title: Administrative Assistant

Location: 2N. Meridian St., Indianapolis, IN 46204

Duration: Long term contract

Mode of Interview: In person only

Short Description:

• This role provides essential support to the commission by coordinating administrative operations, facilitating communication with internal and external stakeholders, and ensuring timely and accurate processing of program documentation.

Complete Description:

Purpose of Position/Summary:

• The incumbent works as a Administrative Assistant with the Indiana Department of Health (IDOH) Food Protection Division (FPD), Manufactured Foods Program.
• This role provides essential support to the commission by coordinating administrative operations, facilitating communication with internal and external stakeholders, and ensuring timely and accurate processing of program documentation.
• This role plays a key part in maintaining regulatory compliance, supporting budget and grant activities, and enhancing the overall efficiency of the fast-paced programmatic areas.

Essential Duties/Responsibilities:

• Takes and transcribes dictation, types letters, agendas, memos, minutes, statistical reports and forms such as budget reports.
• Act as a liaison between program leadership, other state agencies, regulated businesses, and external stakeholders.
• Review incoming documents for accuracy, completeness, and compliance with federal, state, and local regulations; obtain necessary approvals when required.
• Coordinate clerical and administrative functions such as file maintenance, meeting logistics, and supply management.
• Interpret and communicate routine policy guidance to stakeholders, ensuring clarity and consistency.
• Research and prepare reports, summaries, and data analyses for the Program Manager and other leadership staff.
• Prepare, process, and route correspondence; verbally communicate with the public and agency representatives; and direct incoming inquiries to appropriate personnel.
• 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.

Job Requirements:

• High School Diploma or equivalent.
• 3 years full time experience performing administrative support, bookkeeping, office management, or related experience.
• General knowledge of office administrative functions, theories, and principles.
• Working knowledge of research techniques and report composition.
• Working knowledge of functions of other departments and agencies and their impact on the department.
• Effective written and verbal communication skills.
• Attention to detail and proofreading skills.
• Organizational skills with the ability to prioritize tasks effectively and multitask
• Ability to use Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to analyze procedures and policies and writes procedural manuals to recommend improvements.
• Experience in a food preparation environment preferred
• Ability to maintain cooperative work relationships.

Required / Desired