Administrative Assistant

Job Description:

Job Title: Administrative Assistant

Location: Indianapolis, IN

Department: Client Access

Employment Type: Full-time

Job Summary:
Join our dedicated team as an Administrative Assistant, where you will play a vital role in enhancing office efficiency and creating a welcoming environment for all. We are looking for a friendly, helpful, and respectful individual who thrives in a collaborative setting and is passionate about supporting our mission to help others. Your organizational skills and attention to detail will be key in maintaining a functional office and ensuring smooth operations.

In this role, you will be responsible for a variety of administrative tasks, including managing records, answering calls, and providing assistance to visitors. You will have the opportunity to contribute to a positive workplace culture while supporting your colleagues and the overall goals of the organization.

This position offers…

• Employee Assistance Program – 24/7 counseling services, legal assistance, & financial consultation for you and your household at no cost
• Mileage Reimbursement – Company paid for work functions requiring travel
• Employee Discounts – Hotels, Theme Parks & Attractions, College Tuition
• Workplace Culture - An environment cultivating employee wellbeing, valuing each individual's humanity, and actively promoting a healthy, joyful workforce
• Additional Perks & Benefits - Scroll down to bottom of this post to learn more

Key Responsibilities:

• Demonstrate sensitivity and responsibility to management needs.
• Attend all mandatory meetings and maintain meeting minutes.
• Maintain and update resource materials for service line staff.
• Complete general office duties, including mailing, filing, typing, and organizing as needed.
• Answer telephone calls, relay messages, and communicate effectively with colleagues.
• Gather, organize, and summarize information requested by supervisor, faculty, or staff for meetings or conferences.
• Train colleagues on the use of common office equipment.
• Manage meeting calendar(s) and arrange meeting facilities, equipment, and meals for conferences.
• Greet and assist office visitors in a helpful manner.
• Treat all clients, families, colleagues, and stakeholders with respect and dignity.
• Comply with HIPAA and confidentiality requirements.
• Maintain up-to-date lists of phone numbers, addresses, and colleagues.
• Assist with administrative record keeping, data entry, and required documentation.
• Distribute mail, messages, and correspondence to personnel.
• Order office supplies and oversee equipment maintenance.
• Assist with general office upkeep and cleaning.
• Manage office/facility bills and invoices, maintaining records as applicable.
• Ensure program service authorizations are current and properly filed, if applicable.
• Research, prepare, and enter invoices and issue maintenance/transportation checks, if applicable.

Education, Experience, and/or Credential Qualifications:

• A high school diploma or equivalent certificate is required.
• An associate’s or bachelor's degree in an applicable field such as human resources or social services from an accredited institution is preferred.
• One to three years of experience providing clerical/administrative support or other applicable experience is preferred.
• Advanced skills in computing, including the use of databases, web browsers, email interfaces, and MS Office products is highly desirable.

Additional Qualifications:

• Successful completion of background check including criminal record, driving record, abuse/neglect, and fingerprint check.
• Current driver’s license, acceptable driving record, and current auto insurance.

Physical Requirements:

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, or pull, or otherwise move objects, including the human body.
• Repetitive movements of hands, fingers, and arms for typing and/or writing during work shift.
• Sedentary work involves sitting most of the time but may involve walking or standing for brief periods.

Position Perks & Benefits:

Paid time off: full-time employees receive an attractive time off package to balance your work and personal life

Employee benefits package: full-time employees receive hea