IN-FSSA Clerical Assistant (2 positions)

Job ID: 811475 | Department: IN FSSA | Position: Clerical Assistant | Location: Indianapolis, IN | Duration: 4+ Months

About the role

The Clerical Assistant is often the first person in the office with whom an individual visiting or calling has contact. The position ensures that the office runs smoothly and efficiently by performing a variety of clerical and administrative tasks.

Responsibilities

• Maintain supply inventory
• Answer telephones and greet guests
• Schedule assessments
• Maintain records of consumer assessments
• File documents
• Operate fax machine and ensure timely submission of attendance forms and mileage vouchers
• Provide assistance to walk-in clients and provide general information and accessibility to new applications and other requested documentation as needed
• Operate the central telephone system
• Answer calls and direct to the appropriate person
• Manage the voicemail system during the day and set up the after-hours system
• Greet and direct guests in the office
• Answer callers' basic questions
• Assist callers with the use of the online BDDS Waiting List portal
• Operate all office equipment (copier, printer, fax, computer, postage machine, etc.)
• Perform daily maintenance of machines (refill paper, change toner, etc.)
• Troubleshoot minor problems or arrange for repairs when needed
• Maintain the official office equipment inventory
• Gather documents for BDS appeal hearings
• Navigate BDS databases to locate needed documents
• Respond to requests for documentation in a timely manner
• Mail application packets to consumers/families within one business day of receiving client information
• Open, date stamp, and distribute incoming mail
• Process postage and deliver outgoing mail to the mailbox
• Handle special delivery requirements such as certified, overnight, etc.
• Assist with general office tasks including ensuring new staff are able to access electronic calendars, scanners, copiers, and faxes as well as assisting with setting up voicemail and mailboxes
• Perform administrative tasks as otherwise assigned on an as needed basis
• Process all new incoming applications, document on the application tracking log, and ensure proper filing and uploading of all incoming documentation within one day of receiving application
• Document all intakes on the intake tracking log, process and upload files accordingly into the online database, and file records per record retention policies
• Enter new applications into DART per each individual's file
• Complete filing on a regular basis
• Purge files as needed
• Archive files according to the established process