Job Posting: Administrative Assistant

 

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The position acts in the role of Administrative Assistant for the Center for Deaf and Hard of Hearing Education in support of the Audiology program. This position also includes data entry, scheduling, and interaction with customers. 

A Day in the Life:

Provision of administrative support as assigned through activities related to audiology and Center functions including:

• Scheduling and coordination of assessments; this position acts as primary scheduling contact with parents/families for audiology appointments and includes:
• Tracking scheduled appointments (sending and documenting confirmations and reminders via phone call, text, email)
• Sending and tracking reports and related documents to assure timely delivery to appropriate entities (including appropriate documentation in database)
• Tracking communications with parents and other professionals regarding specific children in Center database
• Working closely with the assessment and audiology teams to support staff, children, families and visiting professionals during assessments and hearing evaluations
• Working knowledge of clerical procedures, specialized forms and data base programs used in performing specialized office duties, including Center database
• Gathering and preparation of child information from a variety of sources (e.g. school districts, physicians, audiologists, parents) for compilation of a child profile and previous test results as necessary to assure all information is received prior to child’s appointment
• Manage child/student records including paper and electronic files
• Initially prepare child paper folders and electronic folders in database and help maintain test data in charts 

Clerical Assistance to Audiology Coordinator

• Input Indiana First Steps billing for audiology appointments and durable medical equipment
• Process hearing aid invoices and monitor PO balances through spreadsheet

Center Concierge and initial point of contact for the Center:

• Answering the Center’s main and cell phone numbers, refer calls to appropriate staff and triages inquiries to appropriate parties/team
• Answering the EWAC door (in response to the doorbell), warmly receiving appointment and non-appointment visitors and appropriate notification of staff
• Liaison with the Pitney Bowles courier on a daily basis to ensure that mail is received and leaves the building as expected
• Monitor and assure waiting room and family room are clean and organized prior to each business day

Miscellaneous duties include but may not be limited to:

• Mail check as necessary and when notified of delivery at ISD for interdepartmental or other mail
• Process and maintain detailed paperwork and files relating to function of unit

 

What You'll Need for Success:

You must meet the following requirements to be considered for employment: 

• Ability to demonstrate a consistently positive, supportive demeanor towards staff and visitors
• Ability to establish priorities, set deadlines and manage multiple tasks related to the duties of the position
• Knowledge of the State systems the incumbent must interface with, such as but not limited to PeopleSoft
• Thorough understanding of FERPA and HIPPA regulations that ensure child/student rights to privacy
• Basic knowledge of the policies, programs and activities of the office and the ability to apply these to pertinent situations
• Ability to anticipate problems that would create barriers to achieving goals and initiate corrective action
• Ability to communicate effectively both verbally and in writing 
• Ability to use Microsoft Office applications for office communications and for maintenance of appropriate electronic calendars
• Ability to work well with a diverse staff 
• Strong interest in being part of a team comprised of professionals, parents and deaf and hard of hearing individuals who will work together to create exemplary statewide services and model programming for others to follow

Supervisory Responsibilities/Direct Reports:

This role does not provide direct supervision to direct reports.

Benefits of Employment with the State of Indiana:

• The State of Indiana offers a comprehensive benefit package for full-time employees which includes:
• Three (3) medical plan options (including RX coverage) and vision/dental coverages
• Wellness program (offers premiums discount for the medical plan)
• Health savings account (includes bi-weekly state contribution)
• Deferred compensation account (similar to 401k plan) with employer match
• Two (2) fully funded pension plan options
• Group life insurance
• Employee assistance program that allows for covered behavioral health visits
• Paid vacation, personal and sick time off
• Competitive leave policies covering a variety of employee needs
• 12 company paid holidays, 14 on election years
• Qualified employer for the Public Service Loan Forgiveness Program
• New Parent Leave
• Free Parking
• Free LinkedIn Learning

 

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer