In-Idoh-Administrative Assistant

State of IndianaTitle/Role: IN-IDOH-Administrative Assistant (805635)Req. Status: OpenNo. of Openings: 2Total No. Filled: 0Start Date: 07/20/2026End Date: 12/22/2026No New Submittals After: 06/26/2026Max Submittals by Vendor: 1Per Opening Currently Engaged: 0Work Arrangement: OnsiteWorksite Address: 2 North Meridian Street, Indianapolis, INWorkflow Process Designation (CAI Use Only): CWPAgency Interview Type: Webcam onlyEngagement Type: ContractShort Description:This position provides both administrative and clerical support for Licensing, Enforcement, & Survey Processing for Long Term Care and the ICF/IID programs.Complete Description:It is primarily responsible for saving survey data and forms, and ensuring data is entered timely and accurately into the iQIES federal databases in order to meet federal performance standards. Responsible for following the data retention plan for all public and confidential records for the Licensing, Enforcement,& Survey Processing areas.Essential Duties/ResponsibilitiesEnter data in the iQIES system from federal forms included in the recertification survey kits for the LTC and ICF/IID program.Save final survey reports(survey report with approved plan of correction) with the appropriate naming conventions to the proper survey events in iQIES.Job RequirementsAbility to communicate both orally and in writing effectivelyAbility to multitask and prioritize/coordinate work to ensure deadlines are metAttention to detailAbility to troubleshoot issues to minimize delays in meeting deadlinesWorking knowledge of and ability to operate various information technology equipment; such as computers, printers, scanners and photocopiersWorking knowledge of and experience with basic computer programs (e.g. Word, Excel, and Outlook)Working knowledge of or ability to learn specialized computer programs (e.g. iQIES) and other software applications utilized within the DivisioAbility to maintain confidentiality of Division documents (e.g. surveys, complaint information, medical records)Working knowledge of or ability to learn survey forms as relates to survey packetsBasic knowledge of agency program terminology and computer languageWorking knowledge of secretarial/clerical procedures used in performing standardized office dutiesAbility to prepare standardized correspondence and reportsDifficulty of WorkEmployee performs varied tasks following established procedures and practices that may require some decision-making and/or problem-solving. Assignments are usually detailed with multiple variables within the assignment. Absolute accuracy is essential to program integrity. Employee must be able to handle a wide variety of people both via email and telephone, with professionalism and detail to their concerns.ResponsibilityAssignments are carried out in accordance with standardized procedures and general work instructions that require adherence to set protocols accurately and timely meeting both Federal and Division mandated time frames.Personal Work RelationshipsMaintain positive work relationships with in-house professional, administrative and secretarial/clerical staff; field staff;supervisors/managers; training staff; providers; families and residents (as applicable); IDOH personnel; CMS; and other public agencies in order to support the agency's mission of promoting, protecting, and providing for the health of Hoosiers.Physical EffortThe physical effort required by this position is consistent with general office activities including lifting files; reaching and bending to obtain files from shelves; sitting at a desk and typing on a computer keyboard.The employee works primarily in the offices of IDOH utilizing computer systems to accomplish tasks.Working ConditionsThe employee's work will be conducted in an office setting.Skill Required / Desired Amount of ExperienceWorking knowledge of and ability to operate various information technology equipment; such as computers, printers, scanners and photocopiers. Required 1 YearsWorking knowledge of and experience with basic computer programs (e.g. Word, Excel, and Outlook) Required 1 YearsWorking knowledge of or ability to learn specialized computer programs (e.g. iQIES) and other software applications utilized within the Division Required 1 YearsAbility to maintain confidentiality of Division documents (e.g. surveys, complaint information, medical records) Required 1 YearsWorking knowledge of or ability to learn survey forms as relates to survey packets Required 1 YearsBasic knowledge of agency program terminology and computer language Required 1 YearsWorking knowledge of secretarial/clerical procedures used in performing standardized office duties Required 1 YearsAbility to prepare standardized correspondence and reports Required 1 YearsAbility to communicate both orally and in writing effectively Required Ability to multitask and prioritize/coordinate work to ensure deadlines are met RequiredAttention to detail RequiredAbility to troubleshoot issues to minimize delays in meeting deadlines Required