Alpha Rae

  • Administrative Assistant (57755)

    Job Locations US-IN-Indianapolis
    Posted Date 4 weeks ago(11/21/2018 4:59 PM)
    # of Openings
    Length of Assignment
    Thru 6/30/2019 (Potential Extension)
    Working Hours
    8:00AM- 4:30PM
    Pay Rate
    Area of City
    Downtown Indy (46204)
  • Overview

    50% - Coordinate involuntary transfer cases
    10% - Assist Court Administrator
    10% - Answer door & phone
    5% - Process mail
    5% - Distribute legal documents
    5% - Process vouchers
    5% - Process records for records center
    2% - Refer cases to Office of the Attorney General
    2% - Order office supplies/maintain office equipment
    2% - Maintain legal library & coordinate LexisNexis
    1% - Serve as building liaison
    3% - Miscellaneous


    • Expeditiously assign, coordinate and process IVT cases.
    • Coordinate the transfers of documents and files requested by the Medicaid Fraud Division of the Office of the Attorney General.
    • Coordinate the transfer of adoption cases and requests for representation to the office of the Attorney General.
    • Process requests for legal assistance including, but not limited to, Requests for Legal Advice, Requests for Assistance with Contracts and Memorandums of Understanding.
    • Maintain the legal library; order updates; insert pocket parts; ensure that books, publications and other resources are properly shelved.
    • Prepare, process and assist with vouchers and requisitions.
    • Process incoming and outgoing mail.
    • Serve as office receptionist, screen and route telephone calls, greet visitors, determine the nature of their business and direct them to the appropriate staff member.
    • Assist members of the staff with travel arrangements by (1) registering them for events, (2) preparing and processing all paperwork that is needed for the travel, including, but not limited to, vouchers, records, and forms that prepared to ensure that the staff receives any reimbursement that they are entitled to receive, (3) reserving vehicles, and (4) completing other tasks that members of the staff may request in connection with the travel.
    • Coordinate the transfer of records to and from the State Records Center.
    • Order and maintain office supplies; and schedule the repair and maintenance of office equipment.
    • Serve as member of the Safety Committee and Building Liaison Committee.
    • Serve as a back-up for the Court Administrator.


    • Must be able to work independently, multi-task, and deal with frequent interruptions.

    • Candidate must be able to learn a variety of processing procedures.

    • Ability to maintain confidentiality and security of information and documents received.

    • Ability to use office machines including, but not limited to, computers, photocopiers, telephones, facsimile machines, shredding machines, typewriters and label makers.

    • Ability to establish and maintain effective working relationships with others.

    • Ability to use word processing programs and spreadsheets.

    • Ability to maintain and organize a variety of files.

    • Ability to type accurately.

    • Ability to perform moderately complex and varied tasks following established procedures and practices.

    • Ability to arrange meetings and conferences, including the preparation of pre and post conference materials

    • Ability to follow written and oral instructions.

    • Ability to make work decisions in accordance with Indiana laws and the agency's regulations, policies and procedures

    • Basic knowledge of the policies, programs and activities of the office and the ability to apply them to pertinent situation

    • Working knowledge of laws regarding the confidentiality of documents.

    • Working knowledge of legal and court terminology and administrative procedures required by the Administrative Orders and Procedures Act.

    • Specialized knowledge of the agency program terminology and special regulations.

    • Advanced knowledge of clerical procedures used in performing specialized office duties.

    • Advanced knowledge of the specialized forms and procedures used in the assigned work.

    • Advanced knowledge of correct grammar, spelling, punctuation and arithmetic.

    • Advanced knowledge of the organization and maintenance of filing systems related to the work.


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