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Secretary

Date Posted:  Sep 11, 2019
Requisition ID:  11374
Location: 

Clarksville, IN, US, 47129

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.

 

About the job:

The purpose of this positoin is to provide secretarial support to Vocational Rehabilitation (VR) Counselors to facilitate effective and efficient service delivery and caseload management.

Summary/Objective:

The Secretary serves as a responsible clerical assistant to one or more administrators, specialists or professionals.

Essential Job Responsibilities:

The essential functions of this roles are as follows:

  • Serves as first point of contact for the public in accessing the VR program such as consumers, vendors, and the general public calling or visiting the office. The VR program operates in a virtual environment and most VR Counselors are working outside (virtually) of the office on a regular basis. 
  • Responsible for reviewing fiscal documents (vouchers, invoices and claims) for basic errors, problem solving vendor payment issues, and addressing claim rejections as applicable.
  • Works with VR office staff to identify outstanding fiscal issues and assist with rectifying issues under the direction of VR Counselor or Supervisor.
  • Must be able to identify numerous types of incoming and outgoing documents in order to index properly (i.e. medical documentation, consumer correspondence, required forms, fiscal, etc.) into a specialized database, called IRIS (VR operates under a paperless system).  Completes date entry as assigned.
  • Processes and assigns program referrals and caseload assignments in IRIS, following a pre-established referral system. 
  • Responsible for running various canned reports in IRIS to assist with all aspects of case management.
  • Supports the VR eligibility determination process through acquisition of consumer records from medical facilities, schools, employers, other state agencies, etc. under the direction of the VR Counselor or Supervisor.
  • Interacts regularly with VR consumers to answer questions, request information, or follow up on other case management tasks under the direction of the VR Counselor or Supervisor.
  • Researches new vendors to meet specific service provision needs under the direction of the VR Counselor or Supervisor.
  • Provides other case management supports as needed under the direction of the VR Counselor or Supervisor.
  • Acts as liaison between administrators and office in retrieving information and performing limited research;
  • Receives visitors and answers telephone, relates quasi-technical information, takes messages, makes appointments for supervisor and routes calls to appropriate individual; manages incoming/outgoing mail.
  • Takes and transcribes dictation and types letters, memos, minutes, statistical reports and forms such as budget reports;
  • Types and reviews correspondence for punctuation, spelling and other grammatical errors;
  • Orders supplies and keeps timesheets and payroll records.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

Preferred Experience:

Minimum two years related experience OR minimum two years post-secondary training in lieu of required experience. 

Requirements:
  • Working knowledge of clerical procedures used in performing specialized office duties;
  • Working knowledge of specialized forms and procedures used in the assigned work;
  • Working knowledge of correct grammar, spelling, punctuation and arithmetic;
  • Basic knowledge of agency program terminology and special regulations;
  • Ability to prepare and write routine correspondence;
  • Ability to type with speed and accuracy and select proper format for various materials, i.e. correspondence, reports and office forms.
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:

  • Four (4) medical plan options (including RX coverage) and vision/dental coverages
  • Wellness program (offers eligibility into a discounted 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

If this is an Intermittent position, the position does not offer benefits and is limited to 180 working days in an eleven (11) month continuous period.

 

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer

Current Employee? Click here to apply.


Nearest Major Market: Louisville