Admin Staff / Administrative Assistant Urgent Need

Millenniumsoft, Inc; Indianapolis (IN); On-site; USD 26,000 - 38,000; Part time

Job summary

Millenniumsoft is seeking an Administrative Assistant (Part-Time, 22.5 hours/week) in Indianapolis, IN to support the Indiana Sex and Violent Offender Registry. The role centers on front-line customer service, records management, data entry, and routine administrative duties to ensure accurate records and efficient office operations.

The candidate will handle calls and inquiries, maintain schedules, process mail and records, and produce reports using agency systems.

Qualifications

• Administrative support experience in a records-focused environment.
• Experience handling confidential/sensitive information and data management.
• Proficiency with Microsoft Office (Outlook, Word, Excel) and data-entry systems.
• Ability to manage multiple tasks, maintain calendars, and respond to inquiries.
• Strong communication and customer service skills.

Responsibilities

• Answer calls, provide information, and route to staff.
• Log and track calls, mail, and inquiries for accurate records.
• Maintain contact lists and administrative records.
• Generate reports and compile data using agency systems.
• Monitor shared email inbox and schedule meetings.
• Process public records requests and assist with document preparation.
• Maintain filing systems and assist with data-cleanup projects.
• Coordinate mailings and publish or update website content as needed.
• Provide customer service to stakeholders, offenders, law enforcement, courts, attorneys, and the public.

Skills

Admin assistant

Records management

Tracking systems

Confidential data

Microsoft Office

Public records

Legal admin

Call center

Criminal justice docs

Research

Education

Bachelor's Degree

Job description

Title/Role

IN-IDOC-SVOR- Admin Staff / Administrative Assistant.

Worksite Address

Indianapolis, IN

Pay Rate

$23.17 / hr

Job Short Description

Data Collection Admin Staff: The data collection staff will assist the Department in its statutory responsibilities related to sex and violent offender registration.

Job Complete Description

Administrative Assistant (Part-Time, 22.5 Hours per Week)

Indiana Sex and Violent Offender Registry

The Indiana Sex and Violent Offender Registry is seeking a dependable, detail-oriented Administrative Assistant to provide administrative and customer service support for registry operations. This position serves as a key point of contact for the public, criminal justice partners, and agency staff while helping ensure accurate records management and efficient office operations.

Primary Responsibilities

• Answer incoming telephone calls, provide general information, and route callers to the appropriate staff member.
• Document calls and inquiries in a tracking system to maintain accurate records.
• Receive, sort, log, and distribute incoming mail, including general correspondence, legal documents, administrative appeals, and other official communications.
• Document incoming mail in a tracking system to ensure proper recordkeeping and case tracking.
• Maintain and update agency contact lists and other administrative records.
• Generate reports and compile statistical information using agency data systems.
• Monitor and respond to a shared email inbox, ensuring inquiries are addressed or routed appropriately.
• Schedule meetings and coordinate calendars for registry staff.
• Track deadlines for administrative appeals and other time-sensitive correspondence.
• Assist with public records requests by gathering, organizing, and preparing responsive documents.
• Perform quality assurance reviews of tracking-system entries to ensure completeness and accuracy.
• Scan, index, and electronically file records and correspondence.
• Assist with data-cleanup projects and verification of registry-related information.
• Coordinate certified mailings and maintain mailing logs.
• Update website content or prepare information for publication, as assigned.
• Maintain electronic and paper filing systems in accordance with records retention requirements.
• Prepare correspondence, forms, and other administrative documents.
• Provide customer service support to stakeholders, offenders, law enforcement agencies, courts, attorneys, and members of the public.

Preferred Qualifications

• Strong organizational, communication, and customer service skills.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to accurately enter and manage data in multiple systems.
• Ability to maintain confidentiality and handle sensitive information.
• Experience with administrative support, records management, or customer service.
• Ability to prioritize multiple tasks and work independently.

Skills Required

• Prior experience as an administrative assistant, pref. in a lead role – 2 years
• Prior experience with records management – 2 years
• Prior experience working with case, ticket or tracking systems - 2 years
• Prior experience handling confidential or sensitive material – 2 years
• Strong Microsoft office skills to include Word, Excel, Calendar, Outlook – 2 years

Skills Highly Desired

• Prior experience working in a role processing public records – 1 years
• Prior experience as a legal administrative assistant. – 2 years
• Prior call center experience.
• Bachelor's Degree

Skills Nice to Have

• Familiar w/ criminal justice documentation and court orders
• Research experience