Clerical Assistant

Clerical Assistant 2

[Indianapolis, IN, 46278] |   2024-03-19 10:10:41

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Job Code : IN015

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Position: Clerical Assistant 2

Location: Indianapolis, Indiana 

Duration: Long Term

Client: State of Indiana

Job ID: 730816

Job Description:
A Day in the Life:

The essential functions of this role are as follows:

• Prepare correspondence, maintaining reference and resource materials and updating files, forms, and reports.

• Prepare a variety of periodic statistical, informational and /or work activity reports.

• Compute and record information, such as records or reports.

• Accurately maintain and organize office files.

• Properly sort and deliver mail.

• Prepare information and take notes for meetings as needed.

• Direct incoming correspondence to the appropriate individual.

• Completes data entry and prepares reports in Excel on a variety of processes.

The job description is not designed to cover or contain 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 with or without notice.

What You’ll Need for Success:

You must meet the following requirements to be considered for employment:

• General knowledge of office administration functions.

• Specialized knowledge of the procedures involved in applying policies, programs and activities of the department as well as working knowledge of other related agency programs and other department within same agency.

• Specialized knowledge of available records and resource material and an ability to trace required information.

• Basic knowledge of computer procedures.

• Ability to effectively communicate.

• Ability to pay attention to details and prioritize work.

• Ability to establish cooperative work relationships.

• Knowledge of and ability to use Microsoft Office to include Word, Excel, PowerPoint, and Outlook.

Supervisory Responsibility/Direct Reports:

This role may serve as a team lead of an assigned work group.

Difficulty of Work:

Your work will be within generally accepted management guideline on intricate administrative or procedural guidelines. Guidelines are complex and interrelated with agency mission, budget and/or public relations. Your work involves standardized operations requiring application of pertinent agency policies, laws, and regulations to specific varying cases.

Responsibility:

Your will exercise independent judgement in functioning as sole technical support position within specialized area. This individual makes decisions and uses judgement in solving problems and in determining procedures for unusual cases. Due to the high degree of independence, the clerical assistant is responsible for accuracy or records, files, forms, reports, and technical information disseminated: therefore, errors in work or faulty judgment can cause substantial embarrassment and delay both in the agency and in other agencies. Specific tasks and functions are not reviewed: however, work is reviewed in terms of overall efficiency and smoothness of operations.

Personal Work Relationships:

You will work with employees in their own department as well as other departments within the agency. You will also work with the public to interpret policy and procedures and maintain coordination.

Personal Work Relationship:

This individual will be expected to partner with agency personnel and related stakeholders working towards completion of assigned functions. Exceptional customer service is provided to agency partners and/or the public.

Physical Effort:

This role performs work in an environment were sitting for extended periods of time could be expected.

Working Conditions:

This role performs work in a standard office environment.

Competencies:

• Acquiring Information

• Diving for Results

• Attentive Listening

• Prioritizing and Organizing Work

Prior working exp. as an administrative or clerical assistant.

Required

2

Years

Computer proficiency (including Microsoft Office to include Word, Excel, PowerPoint and Outlook)

Required

2

Years

Prior working experience with accurate data entry

Required

2

Years

High school diploma or equivalent.

Required

Prior experience preparing notes for meetings.

Required

Ability to effectively communicate, to include written communication and cooperative work relationships.

Required

Prior work experience in a government agency.