Clerical Assistant

State Of Indiana Indianapolis , IN 46218

Posted 4 weeks ago

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana's communities every day.

At the State of Indiana, we don't just talk about diversity and inclusion - Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to interview and to perform the essential functions of a role.

About the Indiana Department of Health (IDOH):

The Indiana Department of Health's mission is to promote and provide essential public health services for a healthier and safer state.

Salary:

This position traditionally starts at $25,766 per year and may be commensurate with education and work experience.

Next Level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below.

About the Job:

This role research requests for birth certificates, under supervision, following Vital Records standard procedures within the Division. Responsible for organizing and coordinating the retention, production, and destruction of Official Records for Indiana Department of Health's Office of Vital of Records.

A Day in the Life:

The essential functions of this role are as follows:

  • Transcribes source data into the required electronic format.

  • Transfers information from paper formats into computer files using keyboards, data recorders, or optical scanners.

  • Fulfills consumer orders for secure documents

  • Performs high-volume data entry using word processing, spreadsheet, database, or other computer software and programs.

  • Verifies integrity of data by means of proofreading, reviewing conduct and maintaining compliance which includes but not limited to data for errors, missing pages, or missing information and resolves any discrepancies.

  • Maintains a filing system and protects confidential customer information.

  • Preps documents for retention schedules.

  • Performs regular back-ups to ensure data preservation.

  • Responds to requests to retrieve data from the database or electronic filing system.

  • Performs a variety of customer relations and service duties.

  • Answers inquire(s) in person, over telephone and email.

  • Completes additional assigned tasks and cross training as required.

  • Proofreads, verifies for accuracy for compliance with form, content, and procedures

  • Provides current information of records upon request to vital records staff.

  • Is responsible for making sure that the 23 records series are in compliance with retention.

  • On a set schedule and will send a communication out to Vital Records supervisors as a reminder that their documents in their area, need to be prepped for filming according to have filmed.

  • Will make sure all proper labeling of records boxes that contain documents for filming have been completed properly.

  • Will complete all proper paperwork so documents can be microfilmed.

  • Will send a email communication out to the proper State employees for pick up of documents for microfilming.

  • On occasions will be responsible for the delivery of microfilm to Micrographics for filming in accordance to record retention scheduling. (Staff will walk the items down to micrographics).

  • Will verify microfilm when it comes back from micrographics to ensure all images for legibility and completeness.

  • Will follow procedures in accordance with disposition schedule in the destruction of document per Vital Records retention schedule.

  • Verifies and logs receipt of data.

  • Prepares, compiles, and sorting of documents for data entry.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

What You'll Need for Success:

You must meet the following requirements to be considered for employment:

  • Communicate effectively both verbally and in writing to exchange general information and follow written or verbal instructions

  • Considerable knowledge of clerical procedures involved in gathering accurate information

  • Basic knowledge of English grammar, punctuation, and spelling

  • General knowledge of Vital Records mission and objectives

  • General knowledge of records management and storage procedures

  • General knowledge of regulations and procedures relating to confidentiality and HIPAA laws.

  • Working knowledge of alphabetical filing rules

  • Ability to operate equipment necessary to departmental functioning

  • Ability to operate a personal computer, microfilm reader, microfilm reader-printer and copier

  • Ability to maintain strict confidentiality and willingness to sign a confidentiality agreement

  • Ability to be tactful in dealing with the public over the telephone

  • Ability to make clerical decisions regarding appropriate procedures within specific program areas

  • Ability to read departmental documents and records.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

  • Three (3) medical plan options (including RX coverage) as well as vision and dental plans

  • Wellness program (offers premium discount for the medical plan and gift cards)

  • Health savings account, which includes bi-weekly state contribution

  • Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities

  • Deferred compensation 457B account (similar to 401k plan) with employer match

  • Two (2) fully-funded pension plan options

  • A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:

  • 150 hours of paid new parent leave

  • Up to 15 hours of paid community service leave

  • Combined 180 hours of paid vacation, personal, and sick leave time off

  • 12 paid holidays, 14 on election years

  • Education Reimbursement Program

  • Group life insurance

  • Referral Bonus program

  • Employee assistance program that allows for covered behavioral health visits

  • Qualified employer for the Public Service Loan Forgiveness Program

  • Free Parking for most positions

  • Free LinkedIn Learning access

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.

Current Employee? Click here to apply.


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Clerical Assistant

State Of Indiana