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Food Protection Division Secretary

Date Posted:  Jan 9, 2022
Requisition ID:  274202

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. We are proud to be an equal opportunity employer.


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


Salary Information:
This position traditionally starts at an annual salary of $25,766.00 but may be commensurate with education and job experience.

About the Job:

The Clerical Assistant serves as administrative support to the Food Protection Division where a variety of administrative functions are necessary for quality and efficient service delivery.  Quality customer service, both within the agency and outside of the agency, is required.

A Day in the Life:

The essential functions of this roles are as follows:

  • Provide high-level of professional communication with all agency and non-agency staff.  
  • Answer technical questions and provide direct administrative support to all Food Protection Division staff. 
  • Proofread and verify accuracy of forms, other content, and procedures prior to being mailed or sent for printing.
  • Prepare new documents from information obtained from the supervisor or source documents.
  • Answer all incoming calls from the division's line and triage to the appropriate program staff or department using 'warm call' transfers.  Must maintan a working knowledge of the rules, processes, and procedures of the Food Protection Division to troubleshoot and resolve incoming calls where applicable. 
  • Retrieves voicemail messages daily from the general division voicemail and email boxes and forwards to appropriate staff or program.
  • Sorting, stamping and distribution of all incoming mail to the appropriate program.
  • Distribution of incoming faxes to appropriate staff or program.
  • Knowledge of all equipment and how to troubleshoot regarding issues and who to contact for repairs.
  • Arrange and book travel (including rental cars) for staff in travel status in the Food Protection Division. 
  • Assigned as the Food Protection Division Building Liaison.
  • Serve as back-up receptionist for IDOH front desk coverage.
  • Order all Food Protection Division Forms and supplies and keep the supplies neat and organized.
  • Maintain supply of educational material handouts for local health departments (LHD) and maintain current LHD directory.
  • Serve as Record Retention Coordinator for Food Protection.
  • Serve as Administrative Assistant to the Food Protection Director.
  • Develop and maintain filing system. 
  • Assist representatives associated with Indiana companies in obtaining export certificates.

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:

  • Notary Public officer.
  • High School Diploma or High School Equivlaent (HSE)..  
  • At least two (2) years of experience working in an administrative role. 
  • Good written and verbal communication skills including proficiency in computer programs (Office, Excel, PowerPoint). 
  • Working knowledge of clerical procedures used in performing specialized office duties.
  • Working knowledge of correct grammar, spelling, punctuation and arithmetic.
  • Knowledge of the State Department of Health organization, function, policies and procedures related to the Food Protection Division.  
  • Ability to prepare and write correspondence and reports of technical or specialized nature.
  • Ability to arrange meetings and conferences, including the preparation of pre- and post-conference materials.
  • Performs moderately complex and varied tasks following established procedures and practices.
  • Abiity to think critically and prioritize tasks.  
  • Ability to establish and maintain good interpersonal relationships with others, maintaining professionalism at all times. 
  • Ability to follow verbal and written directions.  


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.


Current Employee? Click here to apply.

Nearest Major Market: Indianapolis