Alpha Rae

Administrative Assistant 5 (49512)

1 month ago
# of Openings
Length of Assignment
Thru 12/31/18 (Potential Temp to Perm)
Working Hours
8:00AM - 4:30PM
Pay Rate
Area of City
Downtown Indianapolis


This position must handle tasks from multiple people with a deadline, work on non-deadline projects at a self-motivated rate, and be capable of handling inquiries about all sections of the Division. 


  • Answering and routing phone calls to section as necessary.
  • Updating and posting charges for permits to the various databases.
  • Intake and process new and renewal ministry and daycare certifications. Assign to proper inspector if necessary.
  • Field questions from customers who would like to receive certification for underground storage tanks ("USTs"). Must reference IDEM and IDHS laws, rules, policies.
  • Intake and process UST certifications. Record in IDHS database. 
  • Intake and process Explosive Magazine, explosive powders ("MAG") applications. Information must be entered into IDHS database and shared with ATF and IDHS's HAZMAT team. 
  • Record and type meeting minutes of the Commission and technical advisory committee.
  • Assist with Firework Display application intake and processing.
  • Assist with Amusement/Entertainment permit application intake and processing.
  • Answer constituent questions regarding certification matters; including status, cognitive and psychomotor examinations.
  • Answer general information questions regarding certifications.
  • Mail appropriate testing result correspondence to certification candidates in a timely and accurate manner.
  • Process and distribute section mail daily.
  • Assist walk-in customers as needed in a polite and courteous manner.
  • Process certification submissions in a timely and accurate manner.
  • When audited in-service reports are submitted, incumbent is responsible for reviewing and validating information for the responder level continuing education form and appropriately updating certification data base.
  • Perform receptionist and telephone answering support as needed for the Fire and Building Safety Division office or the IDHS Executive offices when primary personnel are away from their work area.
  • Must possess the ability to scan, upload and transfer files to certification maintenance data base.
  • Assist and process claim and travel vouchers for Commission and technical advisory committee.


  • Previous administrative experience
  • This individual must possess the ability to occasionaly lift and/or carry training equipment, books, files or other material; stand and or sit for long periods of time, and routinely use computers and other office related electronic equipment for prolonged periods of time. 



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