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Clerical Assistant

Date Posted:  May 14, 2022
Requisition ID:  334084

Indianapolis, IN, US, 46204

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. 


At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population.  As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to interview and to perform the essential functions of a role.


About the Indiana State Department of Health (IDOH):
The Indiana State Department of Health’s mission is to promote and provide essential public health services for a healthier and safer state.


The salary for this position traditionally starts at $25,766.00 per year but may be commensurate with education and/or experience.

About the Job:

This role serves as a clerical assistance to the Program Director for Home and Community-Based Care division for personal services agencies and out of state mobile health care entities.  This position is responsible for accurately input of data in the state and national data base programs, prepares initial and renewal license, organize initial applications for supervisor’s review, processes provider changes for program, prepares letters and reports for program, scan documents in ACO, communicates with providers, public and other staff.  This position will also assist in other program areas within the division.

A Day in the Life:

The essential functions of this role are as follows: 

  • Organizes initial and change of ownership applications for supervisor’s review, inputs information on initial and change of ownership applications into the national and state database for program. Prepares initial license and letter and mails to providers.
  • Monitors provider requests and inputs provider changes into the national and state database programs.  Prepares letters and mails to provider and review for proper grammar, spelling and punctuation.  
  • Prepares renewal licensure report and mails renewal applications to provider 60 days prior to expiration date of license.  Monitors and tracks license to ensure all licenses are current. Prepares license and letter and mails to providers.
  • Demonstrates professionalism and courteous interactions with internal and external customers.
  • Responds to customers on telephone and in person, determines nature of business and responds to questions or refers to appropriate person.
  • Maintains database for the program to ensure accuracy and updated information is on record in the databases for provider changes.  
  • Prepares, scans, names and attaches documents in the database for the program for record retention.  
  • Locates, copies, compiles information for reports on public records.
  • Demonstrates the ability to work independently with little supervisor for routine job tasks.
  • Assist in other program areas within the Division as needed.  

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.  

What You'll Need for Success:

This person must have the following requirements to be considered for employment: 

  • Must have working knowledge of clerical procedures in performing specialized duties. 
  • Must have basic knowledge of policies, procedures, programs and activities of the division and ability to apply these to pertinent situations.
  • Must have basic knowledge of division and agency program terminology and special rules/regulations.
  • Must have working knowledge of office equipment such as computers, maintenance of databases, software, electronic email, printers, copiers, facsimile and paper shredders.
  • Must have practical knowledge of and the ability to review provider information, request additional information, and input data, to ensure filing system and computerized data systems are accurate and consistent.
  • Must have the ability to copy documents for legal and/or public requests ensuring accuracy and legible documents.
  • Must have ability to communicate verbally and in writing and knowledge of correct grammar, spelling and punctuation.
  • Must have ability to prepare and write correspondence and reports utilizing correct software and format.
  • Must have ability to manage time, work independently, and complete tasks without constant supervision.
  • Must have ability to be flexible and maintain composure under stressful situations.
  • Must have understanding and the ability to work as a member of a team.
  • Must have ability to deal with difficult situations and individuals to promote open communication.

Benefits of Employment with the State of Indiana:

  • The State of Indiana offers a comprehensive benefits 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

Current Employee? Click here to apply.

Nearest Major Market: Indianapolis