Administrative Assistant

Job Title: Administrative Assistant
Location: Indianapolis, IN
Work Mode: Onsite
Employment Type: Contract
Interview Mode: In Person Only

Job Summary

We are seeking an experienced Administrative Assistant to provide essential administrative and operational support to the commission. This role is responsible for coordinating daily administrative functions, supporting communication with internal and external stakeholders, and ensuring accurate and timely processing of program documentation.

The ideal candidate will be detail-oriented, organized, and comfortable working in a fast-paced, compliance-driven environment. This position also supports regulatory compliance, budget reporting, and grant-related documentation while contributing to overall program efficiency.

Key Responsibilities

• Take and transcribe dictation; prepare letters, agendas, memos, minutes, statistical reports, and forms (including budget reports).

• Serve as a liaison between program leadership, state agencies, regulated businesses, and external stakeholders.

• Review incoming documents for accuracy, completeness, and compliance with federal, state, and local regulations; obtain required approvals as needed.

• Coordinate clerical and administrative functions such as file maintenance, meeting logistics, and office supply management.

• Interpret and communicate routine policy guidance to stakeholders with clarity and consistency.

• Research and prepare reports, summaries, and data analysis for the Program Manager and leadership staff.

• Prepare, process, and route correspondence; respond to public inquiries; and direct questions to appropriate personnel.

• Perform additional duties as assigned based on program needs.

Job Requirements

• High School Diploma or equivalent.

• Minimum 3 years of full-time experience in administrative support, bookkeeping, office management, or related work.

• General knowledge of office administrative functions, theories, and principles.

• Working knowledge of research techniques and report writing.

• Strong understanding of how other departments/agencies impact operations.

• Excellent written and verbal communication skills.

• Strong attention to detail and proofreading skills.

• Strong organizational skills with the ability to prioritize, multitask, and meet deadlines.

• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to analyze procedures and policies and assist in writing procedural manuals/recommending improvements.

• Experience in a food preparation environment is preferred.

• Ability to maintain cooperative and professional working relationships.