Administrative Assistant - DPW-Engineering Admin

Administrative Assistant

The purpose and mission of the City of Indianapolis and Marion County is to be productive, collaborative, and compliant in our work environment in order for our workforce to meet the needs of the residents of Indianapolis and Marion County. Incumbent in this position performs a variety of administrative tasks including the responsibility of initiating and coordinating clerical functions required in effective implementation of administrative policies of an administrative area. Incumbent in this position follows the knowledge of established policies and procedures, which controls most of the incumbent's actions. Very limited independent judgment is utilized. Position reports to the Agency or Division.

All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Responsibilities

Prepares, schedules, reports and tracks information for key executives and others as required.

Prepares simple analyses of requested information or data.

Develops or generates and distributes reports.

Checks and follows up as required ensuring responsibilities are met in a timely manner.

Reviews and answers correspondence as appointed or directed.

Coordinates collection and preparation of operating reports for the agency or division assigned.

Answers phone lines, takes messages, provides information, or redirects calls as appropriate.

Maintains all records, files, and documentation in accordance with federal regulation.

Responds and resolves most questions and issues, referring only the most complex to the next level.

Must maintain confidentiality at all times.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

Qualifications

High School diploma or equivalent with a minimum of two (2) years prior work-related experience is required. Courteous treatment of customers whether face-to-face or telephonically. Must have and show emotional intelligence as position will deal with a diverse population. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to operate standard office equipment such as a calculator, copy, facsimile machine, typewriter, or computer. Must type accurately, update or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects or ideas. Must be able to communicate effectively both in oral, verbal, and written formats.

Preferred Job Requirements and Qualifications :

Associate degree in Business Administration, or a related field with a minimum of one (1) year of related work experience is required. Courteous treatment of customers whether face-to-face or telephonically. Must have and show emotional intelligence as position will deal with a diverse population. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to operate standard office equipment such as a calculator, copy, facsimile machine, typewriter, or computer. Must type accurately, update or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects or ideas. Must be able to communicate effectively both in oral, verbal, and written formats.