Clerical Assistant

About the Role

This position provides essential front‑line support for our client’s Bureau of Developmental Disabilities Services (BDDS) district office. The Clerical Assistant serves as the first point of contact for visitors and callers, ensuring a welcoming and efficient environment. Working onsite, you will keep daily operations running smoothly by handling communications, managing office equipment, and maintaining accurate records. Your contributions directly affect the quality of service delivered to consumers, families, and community partners.

Key Responsibilities

• Answer and direct inbound calls, manage voicemail, and provide basic information to callers and walk‑in clients.
• Greet, register, and assist visitors, ensuring a professional and courteous reception experience.
• Operate and perform routine maintenance on office equipment such as copiers, printers, fax machines, and postage devices.
• Process incoming and outgoing mail, including certified and overnight deliveries, and ensure timely distribution.
• Coordinate appeals by gathering required documents, navigating BDDS databases, and responding to documentation requests promptly.
• Maintain supply inventories, order office materials, and track equipment usage.
• Schedule assessments, manage calendars, and support staff with electronic calendar and voicemail setup.
• Enter new applications and intake information into the DART system, log documentation, and uphold record‑retention policies.
• Perform general administrative duties such as filing, faxing, scanning, and supporting ad‑hoc projects as needed.

Required Skills & Experience

• High school diploma or equivalent; additional office administration training is a plus.
• 1‑2 years of experience in a clerical, receptionist, or administrative support role, preferably in a our client or social services setting.
• Strong verbal communication and customer‑service skills, with the ability to handle confidential information professionally.
• Proficiency in basic computer applications, including Microsoft Office (Word, Excel, Outlook) and data‑entry systems.
• Excellent organizational abilities, attention to detail, and the capacity to manage multiple tasks simultaneously.
• Ability to operate standard office equipment and troubleshoot minor issues.

Tools & Technologies

• Telephone and voicemail systems for inbound/outbound call management.
• Office hardware: copiers, printers, fax machines, postage meters, and scanners.
• Computer with Windows OS and Microsoft Office suite.
• BDDS online Waiting List portal for client assistance.
• DART case‑management system for application and intake tracking.

Work Schedule & Duration

• Contract period: October 5, 2026 – January 1, 2027 (approximately 3 months).
• On‑site work at the assigned district office in Indiana.
• Standard business hours with occasional flexibility to meet office needs.

Interview Process

The interview process typically includes an initial screening call followed by a webcam interview with the hiring manager. Candidates may be asked to demonstrate basic office software proficiency and discuss prior clerical experience.

Position Details

• Employment Type: Contract
• Duration: Approximately 12 months (with potential for extension)
• Work Authorization: Must be authorized to work in the United States