Administrative Assistant V - Fort Wayne District 22

Indiana State Police; Fort Wayne (IN); On-site; USD 42,000 - 62,000; Full time

Job summary

Indiana State Police is seeking a civilian administrative clerk to support District Command staff, including Field Investigations Command. Responsibilities include receiving visitors, scheduling, answering phones, typing memorandums, maintaining filing systems, processing mail, preparing reports, and handling confidential information.

Qualifications require a high school diploma or GED, ability to pass a typing test, and proficiency with computers, spreadsheets, databases, and clerical tasks.

Qualifications

• Must be a high school graduate or possess an equivalent GED.
• Must successfully complete Department typing test.
• Must be able to proofread documents with accuracy as demonstrated by Department testing.
• Must be able to access, input, organize, file and retrieve information using a computer.
• Must be able to access and retrieve information utilizing a computer.
• Ability to communicate effectively, both verbally and in writing.
• Must be able to work with minimal supervision, prioritize work and meet deadlines.
• Ability to work with spreadsheets, databases and specialized software.
• Knowledge of general office procedures and clerical skills.
• Ability to operate and maintain office equipment to include calculators and computer.
• Ability to function independently.
• Ability to maintain confidentiality.
• Must be able to successfully pass a background investigation.

Responsibilities

• Receive visitors and schedule appointments for the Division/District Commander and Assistant Commander.
• Answer telephones, take messages and/or direct questions to appropriate personnel.
• Compose and prepare memorandums, letters, reports and correspondence as requested by the Division/District Commander, Assistant Commander and other designated personnel.
• Develop and maintain filing systems.
• Perform other clerical and administrative tasks as required
• Distribute incoming inter-department and US mail.
• Type correspondence, agendas, meeting minutes and required reports.
• Process attendance and overtime reports as required.
• Assure proper disbursement of any funds as designated by the Commander, maintain accurate records and submit necessary paperwork.
• Prepare daily outgoing mail.
• Create necessary forms utilizing the computer.
• Prepare and distribute various reports, forms and documents.
• Establish and maintain various computer files.
• Prepare, review for accuracy and forward billings.
• Perform routine maintenance of office equipment including backing up and purging computer files.
• Compile, record, tabulate and file monthly reports as required.
• Receive and disseminate information to the general public and news media as directed.
• Properly handle confidential information, correspondence and other documents.
• Make travel and lodging arrangements as required.
• Perform other duties as required.

Skills

Communication skills

Time management

Clerical skills

Computer literacy

Confidentiality

Education

High school diploma or GED

Job description

To serve as a civilian employee of the Indiana State Police whose primary responsibility is to provide administrative and clerical support to the District Command staff, to include Field Investigations Command staff.

• Receive visitors and schedule appointments for the Division/District Commander and Assistant Commander.
• Answer telephones, take messages and/or direct questions to appropriate personnel.
• Compose and prepare memorandums, letters, reports and correspondence as requested by the Division/District Commander, Assistant Commander and other designated personnel.
• Develop and maintain filing systems.
• Perform other clerical and administrative tasks as required
• Distribute incoming inter-department and US mail.
• Type correspondence, agendas, meeting minutes and required reports.
• Process attendance and overtime reports as required.
• Assure proper disbursement of any funds as designated by the Commander, maintain accurate records and submit necessary paperwork.
• Prepare daily outgoing mail.
• Create necessary forms utilizing the computer.
• Prepare and distribute various reports, forms and documents.
• Establish and maintain various computer files.
• Prepare, review for accuracy and forward billings.
• Perform routine maintenance of office equipment including backing up and purging computer files.
• Compile, record, tabulate and file monthly reports as required.
• Receive and disseminate information to the general public and news media as directed.
• Properly handle confidential information, correspondence and other documents.
• Make travel and lodging arrangements as required.
• Perform other duties as required.

• Must be a high school graduate or possess an equivalent GED.
• Must successfully complete Department typing test.
• Mustbeabletoproofreaddocumentswith accuracy as demonstrated by Department testing.
• Must be able to access, input, organize, file and retrieve information using a computer.
• Must be able to access and retrieve information utilizing a computer.
• Ability to communicate effectively, both verbally and in writing.
• Must be able to work with minimal supervision, prioritize work and meet deadlines.
• Ability to work with spreadsheets, databases and specialized software.
• Knowledge of general office procedures and clerical skills.
• Ability to operate and maintain office equipment to include calculators and computer.
• Ability to function independently.
• Ability to maintain confidentiality.

Must be able to successfully pass a background investigation.