Administrative Support

Ivyhill has an immediate for Administrative Support for its project located Indianapolis,IN. The qualified candidate will work in a government office environment providing clerical and administrative support pertaining to correspondence, budget, purchasing, human resources, timekeeping, travel and other related administrative areas for out customer.

The qualified candidate will:

• Assist purchase card holders with planning and documentation for purchases and payments associated with supplies, equipment, and services using mandatory or open market sources, ensuring proper and timely documentation and reconciling. Assist with budget reports to supervisor for review; procurement records following agency guidelines and assists agency staff making requests gather the required documentation and completing source forms.
• Serve as the timekeeper in reviewing and verifying time and attendance timesheet system; maintaining master files for area employees; performing leave audits; and, informing the supervisor of any inconsistencies or aberrations in time and attendance; provides training and guidance for the timekeeping systems and leave regulations per agency policies and procedures. Review and ensure submission of travel vouchers and authorizations and related claims; provide guidance and training on travel regulations, forms and systems per agency policies and procedures.
• Schedule meetings, prepare agendas, make arrangements for meeting facilities and notify participants of schedule changes; prepare materials to be used in presentations or training conducted by the supervisor and staff. Attend meetings, makes presentations, and records and distributes meeting minutes.
• Receive and review incoming correspondence, ensuring necessary background material is attached when forwarding; and determine whether items can be personally addressed or need to be forwarded to the supervisor or other appropriate staff; and, responsible for maintain a suspense control system of items based on the needs and priorities of the office. Review outgoing correspondence for conformance with general policy, proper grammar and spelling, factual validity, typographical accuracy, and necessary attachments; prepare letters of a routine nature without direction.
• Establish, organize, and maintain a filing system of official material and records; dispose material in accordance with prescribed procedures; maintains an inventory of technical material, which is provided upon request.
• Provide administrative guidance and training to office staff on agency operating procedures and requirements; the utilization of administrative systems; and on computer applications, such as Microsoft Office Programs.
• Provide data entry, document review, correspondence, filing and other administrative tasks for state office sections at request.
• Coordinate customer vehicle maintenance.
• Perform other administrative duties as assigned.
• May be asked to attend occasional meetings at the local or area level. Must have a current driver's license and ability to drive a government vehicle.

(Candidates who reside in a qualified HUBZone area are a plus. Please confirm qualified HUBZone eligibility by accessing the HUBZone Map: ( https://maps.certify.sba.gov )).

Requirements

Qualified candidate will:

• Possess a high school diploma or equivalent.(College degree is preferred.)
• Have a minimum of 2 years administrative support experience.
• Be be proficient with computers and office software programs to include Microsoft Office Products (Word, Excel, Outlook, etc.), Adobe, file management, etc.
• Have the ability to multi-task, pay strict attention to detail and the ability to meet deadlines.
• Have experience in business correspondence, organization and financial tasks.
• Be organized and detailed oriented.
• Be dependable/reliable.
• Be an effective communicator, orally and in writing.
• Possess a valid driver's license.

Benefits

Ivyhill has a competitive benefits program which includes medical, dental and vision; Life and AD&D insurance; Short- and Long-Term Disability; supplemental Life insurance and a 401(k) Plan.

Ivyhillisan equal opportunity employer. In compliance with Federal and State Equal Opportunity Laws, qualified applicants are considered for all positions applied for without regard to race, color, religion, sex (including pregnancy and gender identity) , national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, veteran status or any other legally protected status.

Qualification

High School or equivalent