Office Assistant

City of Indianapolis and Marion County; Indiana (PA); On-site; USD 32,000 - 45,000; Full time

Job summary

The City of Indianapolis and Marion County is seeking an Administrative Assistant to schedule and coordinate the Recorder's calendar and events. The role requires handling multi-line phone calls, preparing materials, and maintaining files with confidentiality.

Evening and weekend attendance for events is required; some travel may be involved. Candidates should have a high school diploma and strong Microsoft Office skills.

Qualifications

• High School diploma or equivalent with one year of experience in a business office environment.
• Proficient user knowledge and experience with Microsoft Office.
• Effective communication verbally and in writing.
• Good reading comprehension.
• Typing 35 words per minute.
• Detail oriented with strong customer service skills.

Responsibilities

• Schedule and coordinate calendar events for the Marion County Recorder.
• Speak with event coordinators to obtain event details (times, vendor setup, etc).
• Answer multi-line phone and route calls appropriately.
• Type and edit forms, reports, memos, or handbooks as required.
• Take minutes at meetings when requested.
• Maintain files and manuals.
• Maintain confidentiality of all information.

Skills

Communication skills

Typing 35 wpm

Customer service

Reading comprehension

Education

High School diploma or equivalent

Associates degree in Business Administration/Office Management (preferred)

Tools

Microsoft Office

Job description

Job Summary

This position is responsible for a variety of administrative tasks including the responsibility of scheduling and coordinating the calendar events for the Marion County Recorder. Incumbent in this position follows the knowledge of established policies and procedures, which controls most of the incumbent(s) actions. Nights and some weekends are required for this position, primarily to attend events. Some travel will be required. The Position reports directly to the Recorder and the Chief Deputy.

Agency Summary

The purpose and mission of the Marion County Recorder's Office is to maintain permanent public records of the transactions that convey property between owners, preserving a clear and precise record of property ownership. The Recorder is charged with maintaining these records in perpetuity and making them available to the public of Marion County.

Equal Employment Opportunity

The City of Indianapolis Marion County is an equal opportunity employer. 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.

Job Duties

• Scheduling and coordinating calendar events for the Marion County Recorder.
• Speaking with event coordinators to get event details such as times, vendor setup instructions, etc.
• Preparing the Recorder for anything needed for speaking engagementsAnswers a multi-line phone and transfers internal and external calls to the appropriate person.
• Types and edits forms, reports, memos, correspondence, or handbooks as required.
• Takes minutes at meetings when requested.
• Maintains files and manuals.
• Maintain confidentiality of all information. 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.

Minimum Job Requirements and Qualifications

High School diploma or equivalent with one (1) year of experience in a business office environment are required. Must have proficient user knowledge and experience with Microsoft Office. Must be able to effectively communicate verbally and in writing. Must have good reading comprehension. Must type 35 words per minute. Must be detailed oriented and demonstrate strong knowledge of professional customer service skills.

Preferred Job Requirements and Qualifications

Associates degree in Business Administration, Office Management, or related field. Two (2) years of experience preferred. Must have proficient user knowledge and experience with Microsoft Office. Must be able to effectively communicate verbally and in writing. Must have good reading comprehension. Must type 35 words per minute. Must be detailed oriented and demonstrate strong knowledge of professional customer service skills.

Working Conditions

Essential functions are regularly performed without exposure to adverse environmental conditions.

Physical Conditions

1. Sitting at a desk the majority of the day
2. Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds)
3. Tasks may involve extended periods of time at keyboard or workstation
4. Tasks require the ability to perceive and hear sounds and see visual cues or signals
5. Tasks require the ability to communicate orally