Share this Job

Current Employee? Click here to apply.

Home & Community Based Admin Assistant

Date Posted:  Nov 24, 2021
Requisition ID:  274562

Indianapolis, IN, US, 46227


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 $26,702.00 but may be commensurate with education and job experience.

About the Job:

This position serves as an Administrative Assistant for the Consumer Services and Health Care Regulation Commission in the Home and Community Based Care (HCBC) division.  You will directly report to HCBC Division Director, and support the Director with implementation and coordination of strategic planning within the division.  This division’s primary functions include overseeing survey and certification operations for Home Health, Hospice, End Stage Renal Disease and Rural Health Clinics throughout the state. The division also oversees the surveys of child and adolescent care institutions under a memorandum of understanding (MOU) with Indiana’s Division of Children’s Services.  The Administrative Assistant position provides a hub of administrative support to all of the programs the division oversees.

A Day in the Life:

The essential functions of this role are as follows: 

  • Provide the administrative assistance report to the HCBC Division Director. 
  • Provide coordination and execution for entry, oversight, and tracking of data entered into the ASPEN and iQIES data system from federal forms included in recertification survey kits, including verification and upload of data into the national federal database within timeframes specified by CMS; tracking division progress in meeting designated State Performance Standards; generating required correspondence, periodical reports, and plans of correction; closure of certification kits; and initiation of tracking for subsequent survey and certification cycles. 
  • Manage performance appraisal tracking for Division employees, including collection of appraisals when completed; reviewing appraisals for technical and grammatical errors; providing electronic copies to required parties; and curating hard copies in compliance with state retention schedules. 
  • Provide support as a contact point and greeter for guests of the Director and other Division visitors.
  • Provide support for creating/distributing/monitoring survey shells and maintaining QR Triage Logs.
  • As needed, provide coordination and backup support for management of state vehicles used by the division's survey and certification personnel.
  • As needed, provide coordination and backup support for recruitment, interviews, hiring, onboarding, and separation of division employees.
  • As directed, assist in the creation or revision of assigned state forms used by the division. 
  • As directed, coordinate meetings for the Director and other division personnel, schedule and reserve required space, and make other required preparations.
  • Update and provide multiple tracking reports to the Division Director as assigned. 
  • Coordinate reservations for travel in and out of state for the division as needed.
  • Prepare a monthly reconciliation of the Division’s credit card and submit to the Director for review.
  • Prepare all special requisitions for the divisions of the commission.
  • Monitor, track, and respond to correspondence submitted to multiple in boxes serving the division’s different programs.
  • Maintain the division’s email distribution list.
  • Participate, as needed, in the creation of survey database shells and forwarding completed shells and required reports to surveyors. 

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:

  • Knowledge of Microsoft Office to include Word, Excel, PowerPoint, and Outlook
  • Knowledge of, or the ability to learn Centers for Medicare and Medicaid Services (CMS) software including but not limited to, ASPEN, ACTS, iQIES and the federal training database. 
  • Knowledge of agency policies and procedures 
  • Knowledge of functions of other divisions, agency programs, and state agencies 
  • Ability to develop and maintain files 
  • Knowledge or policies, procedures, processes and have the ability to apply these to assigned tasks
  • Knowledge of privacy regulations and procedures
  • Ability to prepare and compose correspondence and review documents for approval and signature of the Deputy Division Director and Division Director
  • Ability to schedule, organize, and set up for meetings and events
  • Ability to effectively communicate with the public to address their requests


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