Alpha Rae

Administrative Assistant 4/Training Registrar (50125)

3 weeks ago
# of Openings
Length of Assignment
6+ Months (Potential Temp to Perm)
Working Hours
8:00AM - 4:30PM
Pay Rate
Area of City
Downtown Indianapolis (46204)


This position serves as a Certification Specialist, that specializes in the respective disciplines of Fire, Emergency Medical Services (EMS), Emergency Management Agencies (EMA), and Telecommunications within the Fire and Public Safety Academy Training System, and Division of Preparedness and Training performing professional duties associated with administration activities.  Work is broad in nature, requires the application of Federal, State, Agency and Divisional policies and procedures. Incumbent also provides a variety of technical and clerical functions.


  • Provides assistance as needed or requested in all areas of the Fire and Public Safety Academy Training System and Division of Preparedness and Training, including special projects, such as assistance with reports and file maintenance.
  • Issues Certifications and or Certificate of Training in the respective Diciplines of Fire, EMS and EMA Programs.
  • Researches and prepares various reports using Access, Excel, Word, and other reporting tools, as needed.
  • Provides transactional adminstrative support within the different software programs (i.e. Acadis, Indiana Grants Management System, Peoplesoft, etc.).
  • Input customer and account data from source documents within time limits
  • Scan documents and print files, when needed
  • Respond to customers (internal or external) inquiries within two (2) business days.
  • Manage large amount of inbound calls in a timely manner
  • Identify cutomers' needs, clarify information, research every issue and provide solutions and/or alternative measures
  • Build sustainable relationships and trust with customers through open and interactive communication
  • Provide accurate, valid and complete information by using the right methods/tools
  • Maintain Confidentiality     


  • Extensive knowledge of office practices, procedures and programs.


  • Extensive knowledge of composition, grammar, spelling and punctuation.


  • Thorough knowledge of PeopleSoft navigation and processes.


  • Ability to use PeopleSoft at an intermediate to advanced level.


  • Ability to follow oral or written instructions.


  • Ability to operate commonly used manual and automated office equipment.


  • Ability to work with a variety of Microsoft Office software products at an intermediate to advanced level, along with operational software programs (Acadis, IGMS, PeopleSoft, etc.).


  • Ability to type in a timely and accurate fashion.


  • Thorough knowledge of the departmental functions and the organization of the agency.


  • Ability to perform a variety of tasks simultaneously.


  • High level of organizational skills.


  • Ability to work independently.


  • Specialized knowledge of personnel forms and their purpose.


  • Ability to attend to detail and maintain accuracy and confidentiality.


  • Ability to communicate effectively.


  • Ability to cross train in the different disciplines, as desired by the respective Division Director and/or Course Administration Specialist.


  • Ability to enter certification and record information into the Acadis database within a timely manner, as established by the Division Director and/or designees.


  • Knowledge of professional organizations such as the Fire Board and EMS Commission.

  • Ability to process financial documentation according to the Office of Finance and Administration policies and procedures (i.e. late instructor payment fees).     


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