Administrative Assistant 3

Millenniumsoft, Inc; Indianapolis (IN); On-site; USD 25,000 - 30,000; Full time

Job summary

Millenniumsoft in Indianapolis is seeking an IN-INDOT Administrative Assistant 3 to provide essential administrative support on-site. The role covers answering calls, handling emails, word processing, updating spreadsheets and presentations, and filing to ensure smooth operations.

Responsibilities include managing contract bidding access via Pre-Construction, handling customer inquiries, supporting Business Systems Consultants, maintaining report databases, and safeguarding confidential data

Qualifications

• Specialized knowledge of theories, principles, and practices of administrative management
• Working knowledge of state governmental administrative structure
• Working knowledge of assigned program area
• Effectively communicate, both orally and in writing

Responsibilities

• Manage the registration for contract bidding requiring proficiency with Pre-Construction module, to grant bidding access for contractors.
• Manage Customer Service in-bound calls and inquiries by either promptly answering the inquiry with knowledge of INDOT or direct the requestor to the correct contact.
• Support Business Systems Consultants with internet postings and other tasks as needed
• Administer report database insuring that all reports are present and correcting for current letting date and uploading missing documents.
• Administer the pay item bid analysis reports for the Construction Cost and Estimating groups using the Preconstruction software.
• Provide support for the three main divisions with other work related duties as needed. Archiving reports, validating dates in reports and organize construction pre-bid meeting information/data.
• The position requires ability to recognize and maintain confidentiality concerning employee information, contractor information, and bid analysis tools and data.
• Performs related duties as required.

Skills

Contract bidding / prequalification

Report and database administration

Confidential information handling

Written and oral communication

Microsoft Office Suite (Word, Teams,Ex

Job description

Title/Role: IN-INDOT Administrative Assistant 3.

Worksite Address: Indianapolis, IN

Pay Rate: $18.26-21.82/hr

Job Short Description:

Provides administrative support to either a team or individual. Duties may include fielding telephone calls, reviewing and responding to email inquiries, word processing, updating spreadsheets and presentations, and filing.

Job Complete Description:

Administers staff functions in support of program area

• Manage the registration for contract bidding requiring proficiency with Pre-Construction module, to grant bidding access for contractors.
• Manage Customer Service in-bound calls and inquiries by either promptly answering the inquiry with knowledge of INDOT or direct the requestor to the correct contact.
• Support Business Systems Consultants with internet postings and other tasks as needed
• Administer report database insuring that all reports are present and correcting for current letting date and uploading missing documents.
• Administer the pay item bid analysis reports for the Construction Cost and Estimating groups using the Preconstruction software.
• Provide support for the three main divisions with other work related duties as needed. Archiving reports, validating dates in reports and organize construction pre-bid meeting information/data.
• The position requires ability to recognize and maintain confidentiality concerning employee information, contractor information, and bid analysis tools and data.
• Performs related duties as required.

JOB REQUIREMENTS

• Specialized knowledge of theories, principles, and practices of administrative management
• Working knowledge of state governmental administrative structure
• Working knowledge of assigned program area
• Effectively communicate, both orally and in writing

DIFFICULTY OF WORK

Incumbent uses judgment to recommend appropriate methods and procedures to handle a wide range of situations encountered. Individual cases may involve multiple variables to be considered which could significantly affect possible outcomes for the program involved.

RESPONSIBILITY

• Incumbent advises a program director on non-routine administrative decisions which significantly affect the administration of the program in the assigned area. Program purpose and goals is set and unusual program and minor deviations from the norm are discussed with program administrator at the discretion of Incumbent.
• Work is reviewed for soundness of judgment and conformance with general agency policy and guidelines.

PERSONAL WORK RELATIONSHIPS

Incumbent works with a wide range of agency staff as well as directors and their representatives of other agencies and the general public to explain and interpret policy and procedures to ensure coordination and cooperation.

Skills Required:

• Prior experience with contract bidding, letting or prequalification, preferrably in trasportion, construction or public procurement – 1 years
• Prior experience with report and database administration. – 1 years
• Prior experience handling information with confidentiality. – 1 years
• Strong written and oral communication.
• Working experience with Microsoft Office Suite - Word, Teams, Excel, Outlook.

Highly Desired:

• Public sector administrative experience. - 1 years
• Prior call center or service experience in a technical environment. -1 years