Administrative assistant

Job Title:Administrative Assistant Req ID: 734831 - our client indiana - IN-Client-Administrative Assistant Pay Rate: Depends on experience Location:Indianapolis, Indiana 46204 JOB DESCRIPTION: CONTRACTOR ADMINISTRATIVE 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. A copy to be placed in IClient 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 IClient area are submitted to the AA by staff. 10.IClient CONFERENCE ROOMS - Maintain and update our IClient 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. • PROCUREMENT - office supply orders from Office Depot & breakroom supplies from Fastenal via Excel spreadsheet.

Created: 2026-03-04