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Secretary Supervisor

Date Posted:  Jan 10, 2022
Requisition ID:  257945
Location: 

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 job experience.
 

About the Job:

As a Secretary Supervisor, you will provide clerical services and serves to supervise and direct the activities of a clerical staff coordinating work activities, delegating specific job assignments and reviewing completed staff work.

A Day in the Life:

The essential functions of this role are as follows: 

  • Reviews correspondence and other material prepared by clerical personnel;
  • Gathers, organizes and distributes work assignments received from administrative and managerial staff;
  • Communicates with management and/or administrative personnel regarding work projects, the establishment and implementation of agency policies and procedures and the attainment of division goals and objectives;
  • Approves printing and supply orders and keeps equipment inventory;
  • Maintains attendance and performance records of clerical staff;
  • Designs forms to be utilized by management;
  • Organizes and alters filing methods when necessary;
  • Monitors and maintains clerical paper flow to balance workload and to ensure that established priorities are met;
  • Receives telephone calls, relates quasi-technical information and routes calls to the appropriate individuals;
  • Types letters, memos, reports and documents that are confidential in content for division management;
  • Recruit, select, onboard, and train employees to ensure role responsibilities and expectations are clearly understood while providing opportunities to continue professional development;
  • Set expectations, measure progress, provide ongoing feedback, and evaluate the performance of employees.  Ensure work adheres to quality standards, deadlines, and proper procedures; 
  • Ensures compliance with security regulations regarding classified documents;
  • Consults with owners, operators, government officials, or their representatives to discuss our administrative requirements for the division's regulated facilities;
  • Processes facility license applications, fees, and issues licenses;
  • Serves as a Building Management and Safety Liaison;
  • Must keep appropriate staff aware of any developing safety/security issues and policies;
  • Maintains knowledge of the proper procedure for submitting Travel Authorization forms and travel calim vouchers after staff travel;
  • Prepares coorsepondence to and from the Physicist Review Committee for individuals to be reviewed for approval as a physicist or x-ray machine inspector;
  • Develops and maintains computerized and paper file systems;
  • Receives, opens and screens Program incoming mail and makes appropriate referrals;
  • Receives visitors and incoming calls and determines the appropriate Program staff to refer them to;
  • Gathers information for special reports and projects;
  • Types letters, memos, reports, and forms, correcting punctuation, spelling and grammatical errors.

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. 

Reasonable accommodations may be made to enable individuals with disabilities to interview and to perform the essential functions of this role. 

What You'll Need for Success:

  • Thorough knowledge of the State Department of Health organization, function, policies and procedures related to the Environemntal Public Division;
  • Keyboarding skills;
  • Knowledge of English grammar, spelling and punctuation;
  • Ability to supervise clericals;
  • Ability to establish goals and objectives and to plan and coordinate varied and changing operations to meet those objectives;
  • Ability to arrange meetings and conferences including the preparation of pre- and post-conference materials;
  • Ability to solve administrative/clerical problems independently;
  • Ability to coordinate office duties and procedures;
  • Ability to initiate and carry out tasks with minimal supervision;
  • Ability to comprehend, analyze, interpret and correlate new administrative information and to incorporate it into current programs;
  • Ability to establish harmonious relationships with industry, local, public and private agencies;
  • Ability to communicate both orally and in writing. 

Supervisory Responsibilities/Direct Reports:

This role provides direct supervision for one or more staff members.

 

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