Alpha Rae

Administrative Assistant 3 (48361)

1 month ago
# of Openings
Length of Assignment
6+ Months
Working Hours
8:00AM - 4:00PM
Pay Rate
Area of City
Downtown Indianapolis (46225)


  • Own and execute the disposal/public surplus sales process for all state owned vehicle's being removed from the fleet
  • Coordinate and communicate all vehicle sales with the associated agencies so assets that are sold are removed from PeopleSoft
  • Contact agencies and coordinate arrangements for vehicle viewing and pickup, for those vehicles sold at off site locations
  • Process and track Surplus Forms for disposal of state owned vehicles
  • Assist with maintaining state vehicle inventory for estimated 10,000 vehicles through state fleet management system
  • Prepare vehicles titles and sales receipts associated with all vehicle public surplus sales
  • Monitor and report the monthly mileage updates required by each state agency operating state vehicles
  • Maintain office supply inventory and order supplies as needed
  • Assist state agencies with questions related with data entry in to Fleet System and perform administrative functions as required when regular system administrator is not available
  • Answer inquiries for the public, local units of government and state facilities concerning policy and procedures
  • Special projects associated with or effecting the entire state fleet of vehicles
  • Work involves following current procedures, implementing new procedures and creating processes to improve Fleet Services office and associated functions
  • Perform all other duties as assigned


  • Thorough knowledge of the operations of automotive fleets and fleet management programs
  • Thorough knowledge of the rules and regulations pertaining to state travel
  • Knowledge of state accounting manual and methods
  • Knowledge of computers and programs (PeopleSoft, Microsoft programs, email, state intranet and internet) and the ability to learn and provide administrative backup to the Fleet Focus Fleet Management system
  • Ability to operate multi-line telephone, voicemail, fax and copy machine and computer system (STARS)
  • Must have good organizational skills
  • Must maintain good working relationship with others and have the ability to be professional with all agencies contacts and general public
  • Must have strong written and oral communication skills
  • Must have a valid Indiana Driver's License
  • HS Diploma
  • 2 year degree in business administration or operation (preferred)
  • Ability to perform other duties as assigned
  • Light lifting, prolonged sitting and occasional walking and standing
  • Some medium to heavy lifting may be necessary



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