Alpha Rae

  • Clerical Assistant (52740)

    Job Locations US-IN-Indianapolis
    Posted Date 3 weeks ago(4/4/2018 5:22 PM)
    ID
    2018-2731
    # of Openings
    1
    Category
    Administrative/Clerical
    Length of Assignment
    Thru 12/29/18 (Likely to be Extended)
    Working Hours
    M-F 8:00AM-4:30PM
    Pay Rate
    DOE
    Area of City
    Downtown Indianapolis (46204)
  • Overview

     

     

    Responsibilities

    • Acts as the primary contact for all incoming phone calls
    • Does database lookups for enquirers, routs questions and inquiries from the public (or takes messages for) to other division or agency personnel as appropriate to answer administrative or technical questions.
    • Routes callers to (or takes messages for) BPV field staff, the appropriate Insurance Inspection Agency, or Inspector where appropriate, to answer questions related to the inspections that they have done or need to do.
    • Maintains all records of inspector commissions issued by the Division, {BPV Division Inspectors, Insurance Company Inspection Agency Inspectors, Owner/User Inspection Agency (Eli Lilly, GE, BP/Amoco, Indianapolis Power and light)}, and maintains inspector data in the Oracle database.
    • Assists in entering inspection records received documenting inspections completed by the insurance industry
    • Enters administrative portion all database inspection of records, where violations have been cited.
    • Maintains a spreadsheet of violation data for tracking and trending.
    • Generates Violation Notices to the owners and users of regulated boilers and pressure vessels when violations of adopted standards are cited.
    • Maintains travel and vehicle records.
    • Assists in preparation for quarterly meetings of the Indiana Boiler and Pressure Vessel Rules Board.
    • Generates other correspondence as directed.
    • Keeps abreast of and makes changes to office staff rosters.
    • Schedules conference and meeting rooms for the Section when necessary.
    • Answers own telephone as well as Section Chief and Team Lead and accurately transfers phone calls to the appropriate party and/or field staff.
    • Coordinates with Forms Management to update and supply forms used by the section.
    • Contacts Facilities Management for building repairs, light bulb changes and clean up as necessary to insure that the office is in good repair and looks its' best for the public and for our employees.
    • Maintains electronic and paper based filing system. Accurate in data entry with no more than two (2) data entry errors per day, using spellcheck as necessary.
    • Ensures that monies from Boiler services, get deposited in the Procurement Section by the close of business each day.
    • Performs related duties as assigned.

    Qualifications

    • Previous customer service and administrative experience within office setting
    • Basic knowledge of Fire and Building Safety terminology.
    • Basic knowledge of the policies, programs and activities of the office and the ability to apply these to pertinent situations.
    • Demonstrates understanding of customer needs and treats all customers with high levels of sensitivity and respect.
    • Having the ability to follow directions and also be willing to ask for instructions or assistance when necessary.
    • Working knowledge of specialized forms for the Section.

     

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