Executive Assistant

Executive Assistant

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Executive Assistant

Salary

$50,044.80 Annually

Location

City County Building, IN

Job Type

Full Time

Job Number

09112

Department

Office of Public Health and Safety

Opening Date

05/08/2025

Closing Date

5/28/:59 PM Eastern

• Description
• Benefits

Position Summary

The purpose and mission of the Office of Public Health and Safety works to address root causes of crime and reduce violence in Indianapolis neighborhoods. The office convenes public safety and public health agencies along with community partners to execute focused policy efforts in the areas of food security, offender re-entry, and homelessness. The office acts as the coordinating agency for Mayor Joe Hogsett's violent crime reduction strategies and comprehensive criminal justice reform efforts. The agency is able to do this by cultivating a productive, collaborative, and compliant work environment in order for our workforce to meet the needs of the constituents of Indianapolis and Marion County.

Position Responsibilities

This position is responsible for performing a variety of diverse and complex office management/administrative support functions to facilitate paperwork and streamline administrative processes. Responsible for all agency customer service standards. Assists customers and employees with customer service-related problems or concerns. Position requires the knowledge of established policies and procedures, which controls most of the actions in this position. Incumbent may also rely on experience and judgment to plan and accomplish assignments in a timely manner with a high emphasis on customer service to both internal and external clients. Maintaining an efficient and effective work environment throughout the agency. Other duties and tasks are routine in nature and performed under moderate supervision following standard procedures. Position reports to the Agency or Division Leader.

Key Responsibilities

• Greets visitors and answers calls in a manner that is welcoming
• Provides and receives information requiring considerable judgment and authority regarding work unity practices, policies, and procedures.
• Performs general office tasks for the agency or division leader
• Assist the agency or division leader with policy planning, strategies, and implementation as deemed necessary
• May supervise and monitor staff with regards to customer service-related standards and issues
• Responsible for customer service and quality management for the agency or department for both internal and external clients Trains and implements new customer service procedures
• Educates supervisors, staff and employees in the agency or division on customer service policy changes
• Advises supervisors and managers on customer service challenges and how to handle employee and customer issues
• Performs administrative support functions including reviewing correspondence, memorandums, reports, and plans
• Formulates necessary responses or subsequent actions to be taken
• Responds to inquiries and presents information to agency or division leader
• Maintain, update, records and files per the internal agency or division documents guidelines
• Gathers and compiles narrative statistical information for various reports
• Documents and records the newly developed process or enhancement as it relates to the agency or divisions policies, procedures, and standards
• Compares data from several sources to assure data accuracy
• Provides assistance in tracking current fiscal and billing data for budgetary and preparation purposes
• Provides assistance in the procurement of goods or services for the agency or division assigned to
• Identifies potential vendors and solicits proposals to identify the most cost-effective product with standards that either meet or go above the proposal submitted
• Coordinates and schedules travel and lodging arrangements for leaders of the agency or division
• Maintains and manages appointments, meetings, and calendars for the agency or division leader
• Provides oversight to and facilitates necessary equipment and material procurement activities
• Works with other agencies and divisions as needed
• Assists with documenting day to day activities of the agency or division
• Monitors inventory, equipment, and supplies
• Reports equipment malfunction to proper vendor or building authority agency
• Must maintain confidentiality of 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

Qualifications

High School education or equivalent with a minimum of two (2) to four (4) years' prior work-related experience is required. Welcoming and charismatic treatment of internal and external customers whether face to face or via a call. Must use proper grammar and spelling to communicate effectively both orally and in writing. Incumbent must always act in a professional and courteous manner. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to type accurately without errors. Must be able to update, and create reports or spreadsheets as needed. Must demonstrate creative ability when presented with unformatted projects or ideas. Must be able to establish and set priorities according to time sensitive information in order to have continued success in this position.

Preferred Job Requirements and Qualifications

Associates degree in Public Affairs, Public Administration, Business Administration, or a related field with two (2) years' experience in a role as a Sr. Administrative or Executive Assistant.