Clerical Assistant

Talent Portus; Indiana (PA); On-site; USD 28,000 - 36,000; Full time

Job summary

Talent Portus is seeking a Clerical Assistant to provide frontline support at our Indiana district offices, including Gary, South Bend, Ft. Wayne, Indianapolis, Evansville, or Clarksville.

You will greet visitors, answer calls, manage mail, and help maintain records and supplies. The role requires reliable, professional interpersonal skills, strong organization, data entry accuracy, and the ability to work well under pressure and with diverse personalities.

Qualifications

• Prior experience in a customer service/front desk position.
• Prior experience with multi-line switchboard operation.
• Basic computer skills with knowledge of Microsoft Word and Excel with accurate data entry skills.
• Effective communication skills, both written and oral.
• Flexibility in working with different personalities and handling a broad range of responsibilities.
• Ability to function well under pressure.
• Good interpersonal skills, in person and on the phone.
• Strong organization skills.
• Reliable with professional appearance.

Responsibilities

• Telephone and reception: provide assistance to walk-in clients and general information; operate central telephone system; answer and direct calls; greet guests; assist callers with BDDS Waiting List portal.
• Office equipment: operate copier, printer, fax, computer, postage machine; daily maintenance; troubleshoot minor problems; maintain equipment inventory.
• Appeals coordination: gather documents for BDDS appeal hearings; navigate databases to locate documents; respond to requests for documentation.
• Mail: mail application packets; open, date stamp, and distribute mail; process postage; handle special delivery requirements.
• Administrative activities: assist with general office tasks; setup access; process new incoming applications; document intakes; upload files to database.
• Files: complete filing; purge and archive files according to process.

Skills

Customer service

Front desk

Switchboard

Word & Excel

Data entry

Communication

Flexibility

Interpersonal skills

Organization

Professional appearance

Under pressure

Job description

Job Description -

Locals to Indiana only

Clerical Assistant

Onsite, district offices (Gary, South Bend, Ft. Wayne, Indianapolis, Evansville, or Clarksville).

3+ months with the possbility of an extension

candidate must be currently located in Indiana and will be required to work in one of the district offices (Gary, South Bend, Ft. Wayne, Indianapolis, Evansville, or Clarksville). Which district office is within 20-30 miles of the candidates current home address?

Provides assistance and support to the BDDS' District field office personnel and to individuals interacting with the Bureau (consumers, families, providers of services and other community agencies.)

Skill

Required / Desired

Amount

Candidate Exp

Skill last used

Prior experience in a customer service/front desk position.

Required

1

Years

Prior experience with multi-line switchboard operation.

Required

1

Years

Basic computer skills with knowledge of Microsoft Word and Excel with accurate data entry skills.

Required

1

Years

Effective communication skills, both written and oral.

Required

Flexibility in working with different personalities and handling a broad range of responsibilities

Required

Ability to function well under pressure

Required

Good interpersonal skills, in person and on the phone

Required

Strong organization skills

Required

Reliable with professional appearance.

Required

The Clerical Assistant is often the first person in the office with whom an individual visiting or calling has contact. The position also ensures that the office is running smoothly and efficiently by completing such duties as: maintaining supply inventory, answering telephones and greeting guests, scheduling assessments, maintaining records of consumer assessments, filing, faxing, and ensuring the timely submission of attendance forms and mileage vouchers.

1. Telephone and reception:

• Provide assistance to walk-in clientsand provide general information and accessibility to new applications and otherrequested documentation as needed.
• Operate the central telephone system
• Answer calls and direct to theappropriate person
• Manage the voicemail system during theday and set up the after-hours system
• Greet and direct guests in the office
• Answer callers basic questions
• Assist callers with the use of theonline BDDS Waiting List portal

2. Office equipment:

• Operate all office equipment (copier, printer,fax, computer, postage machine, etc.)
• Daily maintenance of machines (refillpaper, change toner, etc.)
• Troubleshoot minor problems or arrangefor repairs when needed
• Maintain the official office equipmentinventory

3. Appeals cooridination

• gather documents for BDS appeal hearings
• Navigate BDS databases to locate neededdocuments
• Respond to requests for documentation ina timely manner.

4. Mail:

• Mail application packets toconsumers/families within one business day of receiving client information.
• Open, date stamp, and distributeincoming mail
• Process postage and deliver outgoingmail to the mailbox
• Handle special delivery requirements such as certified, overnight etc

5. Administrative activities:

• Assist with general office tasksincluding ensuring new staff are able to access electronic calendars, scanners,copiers, and faxes as well as assisting with setting up voicemail andmailboxes.
• Perform administrative tasks asotherwise assigned on an as needed basis
• Process all new incoming applications,document on the application tracking log, and ensure proper filing and uploadingof all incoming documentation within one day of receiving application.
• Document all intakes on the intaketracking log, process and upload files accordingly into the online database,and file records per record retention policies. Secretary will also enter newapplications into DART per each individual's file.

6. Files:

• Complete filing on a regular basis
• Purge files as needed
• Archive files according to theestablished process