Administrative Assistant

Posted Date 2 weeks ago(11/18/2022 4:27 PM)
Job ID
2022-25461
Job City
Indianapolis
Job State
Indiana

Overview

We are seeking an Administrative Assistant to work downtown Indianapolis!

 

Parking is provided

 

$15.86 per hour

Responsibilities

  • Assists Administrator in maintaining appropriate records, files, and documentation relating to the budget 
  • Ensures compliance with organization policies and procedures as they relate to area of responsibility
  • Assists other staff members with the preparation of reports including formatting, scanning and insertion of maps and photos
  • Responsible for office functions, including greeting the public, filing, maintaining office equipment, coordinating ordering of supplies and scheduling meetings
  • Responsible for and performs as the Administrative Secretary to the Preservation Commission
  • Attends all public meetings and hearings to set up the meeting room, take notes for preparing minutes and ensuring that documents and exhibits are signed, stamped and returned to their proper location
  • After meetings and hearings prepares minutes, posts results on the website, ensures that all zoning and variance cases are properly recorded, filed and sent on to the next body for action (if needed) 
  • Helps keep filing area organized and creates new files when needed and ensures that all files are properly filed, in good order, and have serviceable identification tags
  • Assists Reviewer on Call in taking applications from customers, including explanation of the application and notification process, providing copies, and entering information into the Accela database
  • Monitors mailed in applications being sent to the office and ensuring that such applications are properly recorded placed in the proper file
  • Prepares monthly Commission Packets for printing, sending to commission members and mailing to a list of recipients
  • Arranges meetings and conferences; locates and reserves meeting/conference rooms; assists with travel arrangements. Virtual meetings may apply
  • Assists Administrator in preparing various reports such as year-end reports, lists of accomplishments, progress reports, activity reports 
  • Keeps information on the website updated
  • Manages mail intake/outgo, messenger services, telecommunications, maintenance, and purchasing; oversees housekeeping of office facilities

 

Qualifications

 

High School diploma/GED

5 years work experience in an administrative field

MS Word, Excel

 

INDADM

 

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