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Office Assistant

City of Indianapolis and Marion County
Indianapolis, USA
Full-time
Entry · 1+ years experience
Onsite
USD 38746.5-38746.5 yearly / year
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Microsoft Office
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About the Department

Job Summary This position is responsible for a variety of administrative tasks including the responsibility of scheduling and coordinating the calendar events for the Marion County Recorder. Incumbent in this position follows the knowledge of established policies and procedures, which controls most of the incumbent(s) actions. Nights and some weekends are required for this position, primarily to attend events. Some travel will be required. The Position reports directly to the Recorder and the Chief Deputy. Agency Summary The purpose and mission of the Marion County Recorder’s Office is to maintain permanent public records of the transactions that convey property between owners, preserving a clear and precise record of property ownership. The Recorder is charged with maintaining these records in perpetuity and making them available to the public of Marion County. Equal Employment Opportunity The City of Indianapolis Marion County is an equal opportunity employer . All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve. Position Duties Scheduling and coordinating calendar events for the Marion County Recorder. Speaking with event coordinators to get event details such as times, vendor setup instructions, etc. Preparing the Recorder for anything needed for speaking engagementsAnswers a multi-line phone and transfers internal and external calls to the appropriate person. Types and edits forms, reports, memos, correspondence, or handbooks as required. Takes minutes at meetings when requested Maintains files and manuals Maintain confidentiality of all information. This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time. Minimum Qualifications Minimum Job Requirements and Qualifications High School diploma or equivalent with one (1) year of experience in a business office environment are required. Must have proficient user knowledge and experience with Microsoft Office. Must be able to effectively communicate verbally and in writing. Must have good reading comprehension. Must type 35 words per minute. Must be detailed oriented and demonstrate strong knowledge of professional customer service skills. Preferred Job Requirements and Qualifications Associates degree in Business Administration, Office Management, or related field. Two (2) years of experience preferred. Must have proficient user knowledge and experience with Microsoft Office. Must be able to effectively communicate verbally and in writing. Must have good reading comprehension. Must type 35 words per minute. Must be detailed oriented and demonstrate strong knowledge of professional customer service skills. If your qualifications meet the requirements of the posted position, your application will be referred to the hiring agency. Once the agency receives your application, all further communication during the interview and selection process will be handled directly BY THE AGENCY. It is IMPERATIVE that you record the contact information of the individual who is scheduling your interview. City-County HR will not have access to this information, is not involved in the interview or selection process, and can only confirm whether an application has been referred. After selection of the successful candidate, an official offer of employment will be made by HR. Other Qualifications Working Conditions Essential functions are regularly performed without exposure to adverse environmental conditions. Physical Conditions Sitting at a desk the majority of the day Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds) Tasks may involve extended periods of time at keyboard or workstation Tasks require the ability to perceive and hear sounds and see visual cues or signals Tasks require the ability to communicate orally Benefits All rates are bi-weekly. 2026 Rate Sheet - To view our rate sheet, please copy and paste this link into your web browser: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:67382b58-4d1a-4519-89d7-8453f91e19a1 Life Insurance Employee Only (rates per $1,000 per month): Basic: Employer Paid Optional Life Insurance Employee Only (rates per $1,000 per month) Additional: <25-29 $0.058 30-34 $0.083 35-39 $0.099 40-44 $0.132 45-49 $0.223 50-54 $0.363 55-59 $0.600 60-64 $0.795 65-69 $1.329 70 + $2.054 IMPORTANT PERF UPDATE: *For more information on eligibility options, refer to Proposal 21-288 https://bit.ly/3exq8yR 1. All employees hired/rehired after 1/1/2022 have a choice to select the PERF Hybrid plan (3% + Pension) or the INPRS My Choice: Retirement Savings plan (3% + 1% Contribution). The Hybrid plan consists of two components: Annuity Savings Account (ASA) -This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours. Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension. 2. Employees hired/rehired by the City and County between 1/1/2017 and 12/31/2021 will be automatically enrolled in the PERF My Choice: Retirement Savings plan. This plan is an annuity savings account (ASA) only plan and does not have a pension component. Any service that an employee has in the My Choice: Retirement Savings Plan will not count toward the service time requirements for pension eligibility in the Hybrid Plan. With the PERF My Choice: Retirement Savings Plan, the ASA is split up into two parts: Part one - This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours. Part two - This consists of an additional variable rate contribution paid by the City toward your ASA. This variable rate contribution is currently 1% of your gross wages. Vesting in the value of the variable rate employer contribution will vary by length of participation. You are: • 20 percent vested after 1 full year of participation • 40 percent vested after 2 full years of participation • 60 percent vested after 3 full years of participation • 80 percent vested after 4 full years of participation • 100 percent vested after 5 full years of participation 3. All employees hired/rehired prior to 1/1/2017 are grandfathered into PERF Hybrid plan. The Hybrid plan consists of two components: Annuity Savings Account (ASA) -This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours. Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension. 4. City Employees hired/rehired between 1/1/2017 and 12/31/21 that are members of the City AFSCME labor union can choose to enroll in either the PERF My Choice: Retirement Savings plan or the PERF Hybrid plan. Both plans are described above. Employees have 60 days to choose which option they want, and by state law this cannot be changed. If no choice is made, the employee will then be automatically added to the PERF My Choice: Retirement Savings plan. The Indiana General Assembly has enacted a provision that allows public employees to make voluntary contributions in addition to the mandatory three percent (3%) contributions. Employees may contribute up to an additional ten- percent (10%) of their compensation per pay period to the annuity savings account. This means that the maximum level of contributions to the annuity savings account under this new provision is thirteen percent (13%) of an employee's compensation per pay period. Employees who separate from the city within their first ten (10) years of employment need to contact INPRS - PERF regarding their ASA account. Questions relating to PERF may be directed to INPRS - PERF at: Indiana Public Retirement System Public Employees' Retirement Fund One North Capitol, Suite 001 Indianapolis, Indiana 46204 (888) 236-3544 Agency Information Employer City of Indianapolis and Marion County Address 200 E. Washington Street CCB 1501 Indianapolis, Indiana, 46204 Phone 317-327-5211 Website http://www.indy.gov

Job Summary

This position is responsible for a variety of administrative tasks including the responsibility of scheduling and coordinating the calendar events for the Marion County Recorder. Incumbent in this position follows the knowledge of established policies and procedures, which controls most of the incumbent(s) actions. Nights and some weekends are required for this position, primarily to attend events. Some travel will be required. The Position reports directly to the Recorder and the Chief Deputy. Agency Summary The purpose and mission of the Marion County Recorder’s Office is to maintain permanent public records of the transactions that convey property between owners, preserving a clear and precise record of property ownership. The Recorder is charged with maintaining these records in perpetuity and making them available to the public of Marion County. Equal Employment Opportunity The City of Indianapolis Marion County is an equal opportunity employer . All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Agency Summary

The purpose and mission of the Marion County Recorder’s Office is to maintain permanent public records of the transactions that convey property between owners, preserving a clear and precise record of property ownership. The Recorder is charged with maintaining these records in perpetuity and making them available to the public of Marion County.

Equal Employment Opportunity

The City of Indianapolis Marion County is an equal opportunity employer . All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.

Position Duties

  • Scheduling and coordinating calendar events for the Marion County Recorder. Speaking with event coordinators to get event details such as times, vendor setup instructions, etc. Preparing the Recorder for anything needed for speaking engagementsAnswers a multi-line phone and transfers internal and external calls to the appropriate person. Types and edits forms, reports, memos, correspondence, or handbooks as required. Takes minutes at meetings when requested Maintains files and manuals Maintain confidentiality of all information. This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.
  • Scheduling and coordinating calendar events for the Marion County Recorder.
  • Speaking with event coordinators to get event details such as times, vendor setup instructions, etc.
  • Preparing the Recorder for anything needed for speaking engagementsAnswers a multi-line phone and transfers internal and external calls to the appropriate person.
  • Types and edits forms, reports, memos, correspondence, or handbooks as required.
  • Takes minutes at meetings when requested
  • Maintains files and manuals
  • Maintain confidentiality of all information. This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities that management may deem necessary from time to time.

Minimum Qualifications

  • Minimum Job Requirements and Qualifications High School diploma or equivalent with one (1) year of experience in a business office environment are required. Must have proficient user knowledge and experience with Microsoft Office. Must be able to effectively communicate verbally and in writing. Must have good reading comprehension. Must type 35 words per minute. Must be detailed oriented and demonstrate strong knowledge of professional customer service skills. Preferred Job Requirements and Qualifications Associates degree in Business Administration, Office Management, or related field. Two (2) years of experience preferred. Must have proficient user knowledge and experience with Microsoft Office. Must be able to effectively communicate verbally and in writing. Must have good reading comprehension. Must type 35 words per minute. Must be detailed oriented and demonstrate strong knowledge of professional customer service skills. If your qualifications meet the requirements of the posted position, your application will be referred to the hiring agency. Once the agency receives your application, all further communication during the interview and selection process will be handled directly BY THE AGENCY. It is IMPERATIVE that you record the contact information of the individual who is scheduling your interview. City-County HR will not have access to this information, is not involved in the interview or selection process, and can only confirm whether an application has been referred. After selection of the successful candidate, an official offer of employment will be made by HR. Other Qualifications Working Conditions Essential functions are regularly performed without exposure to adverse environmental conditions. Physical Conditions Sitting at a desk the majority of the day Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds) Tasks may involve extended periods of time at keyboard or workstation Tasks require the ability to perceive and hear sounds and see visual cues or signals Tasks require the ability to communicate orally Benefits All rates are bi-weekly. 2026 Rate Sheet - To view our rate sheet, please copy and paste this link into your web browser: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:67382b58-4d1a-4519-89d7-8453f91e19a1 Life Insurance Employee Only (rates per $1,000 per month): Basic: Employer Paid Optional Life Insurance Employee Only (rates per $1,000 per month) Additional: <25-29 $0.058 30-34 $0.083 35-39 $0.099 40-44 $0.132 45-49 $0.223 50-54 $0.363 55-59 $0.600 60-64 $0.795 65-69 $1.329 70 + $2.054 IMPORTANT PERF UPDATE: *For more information on eligibility options, refer to Proposal 21-288 https://bit.ly/3exq8yR 1. All employees hired/rehired after 1/1/2022 have a choice to select the PERF Hybrid plan (3% + Pension) or the INPRS My Choice: Retirement Savings plan (3% + 1% Contribution). The Hybrid plan consists of two components: Annuity Savings Account (ASA) -This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours. Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension. 2. Employees hired/rehired by the City and County between 1/1/2017 and 12/31/2021 will be automatically enrolled in the PERF My Choice: Retirement Savings plan. This plan is an annuity savings account (ASA) only plan and does not have a pension component. Any service that an employee has in the My Choice: Retirement Savings Plan will not count toward the service time requirements for pension eligibility in the Hybrid Plan. With the PERF My Choice: Retirement Savings Plan, the ASA is split up into two parts: Part one - This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours. Part two - This consists of an additional variable rate contribution paid by the City toward your ASA. This variable rate contribution is currently 1% of your gross wages. Vesting in the value of the variable rate employer contribution will vary by length of participation. You are: • 20 percent vested after 1 full year of participation • 40 percent vested after 2 full years of participation • 60 percent vested after 3 full years of participation • 80 percent vested after 4 full years of participation • 100 percent vested after 5 full years of participation 3. All employees hired/rehired prior to 1/1/2017 are grandfathered into PERF Hybrid plan. The Hybrid plan consists of two components: Annuity Savings Account (ASA) -This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours. Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension. 4. City Employees hired/rehired between 1/1/2017 and 12/31/21 that are members of the City AFSCME labor union can choose to enroll in either the PERF My Choice: Retirement Savings plan or the PERF Hybrid plan. Both plans are described above. Employees have 60 days to choose which option they want, and by state law this cannot be changed. If no choice is made, the employee will then be automatically added to the PERF My Choice: Retirement Savings plan. The Indiana General Assembly has enacted a provision that allows public employees to make voluntary contributions in addition to the mandatory three percent (3%) contributions. Employees may contribute up to an additional ten- percent (10%) of their compensation per pay period to the annuity savings account. This means that the maximum level of contributions to the annuity savings account under this new provision is thirteen percent (13%) of an employee's compensation per pay period. Employees who separate from the city within their first ten (10) years of employment need to contact INPRS - PERF regarding their ASA account. Questions relating to PERF may be directed to INPRS - PERF at: Indiana Public Retirement System Public Employees' Retirement Fund One North Capitol, Suite 001 Indianapolis, Indiana 46204 (888) 236-3544 Agency Information Employer City of Indianapolis and Marion County Address 200 E. Washington Street CCB 1501 Indianapolis, Indiana, 46204 Phone 317-327-5211 Website http://www.indy.gov

Minimum Job Requirements and Qualifications

  • High School diploma or equivalent with one (1) year of experience in a business office environment are required. Must have proficient user knowledge and experience with Microsoft Office. Must be able to effectively communicate verbally and in writing. Must have good reading comprehension. Must type 35 words per minute. Must be detailed oriented and demonstrate strong knowledge of professional customer service skills.

Preferred Job Requirements and Qualifications

  • Associates degree in Business Administration, Office Management, or related field. Two (2) years of experience preferred. Must have proficient user knowledge and experience with Microsoft Office. Must be able to effectively communicate verbally and in writing. Must have good reading comprehension. Must type 35 words per minute. Must be detailed oriented and demonstrate strong knowledge of professional customer service skills.
  • If your qualifications meet the requirements of the posted position, your application will be referred to the hiring agency. Once the agency receives your application, all further communication during the interview and selection process will be handled directly BY THE AGENCY. It is IMPERATIVE that you record the contact information of the individual who is scheduling your interview. City-County HR will not have access to this information, is not involved in the interview or selection process, and can only confirm whether an application has been referred. After selection of the successful candidate, an official offer of employment will be made by HR.

Other Qualifications

  • Working Conditions Essential functions are regularly performed without exposure to adverse environmental conditions. Physical Conditions Sitting at a desk the majority of the day Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds) Tasks may involve extended periods of time at keyboard or workstation Tasks require the ability to perceive and hear sounds and see visual cues or signals Tasks require the ability to communicate orally

Working Conditions

Essential functions are regularly performed without exposure to adverse environmental conditions.

Physical Conditions

Sitting at a desk the majority of the day

Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds)

Tasks may involve extended periods of time at keyboard or workstation

Tasks require the ability to perceive and hear sounds and see visual cues or signals

Tasks require the ability to communicate orally

Benefits

  • All rates are bi-weekly.
  • 2026 Rate Sheet - To view our rate sheet, please copy and paste this link into your web browser: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:67382b58-4d1a-4519-89d7-8453f91e19a1
  • Life Insurance Employee Only (rates per $1,000 per month):
  • Basic: Employer Paid
  • Optional Life Insurance Employee Only (rates per $1,000 per month)
  • Additional:
  • <25-29 $0.058
  • 30-34 $0.083
  • 35-39 $0.099
  • 40-44 $0.132
  • 45-49 $0.223
  • 50-54 $0.363
  • 55-59 $0.600
  • 60-64 $0.795
  • 65-69 $1.329
  • 70 + $2.054
  • IMPORTANT PERF UPDATE:
  • *For more information on eligibility options, refer to Proposal 21-288 https://bit.ly/3exq8yR
  • 1. All employees hired/rehired after 1/1/2022 have a choice to select the PERF Hybrid plan (3% + Pension) or the INPRS My Choice: Retirement Savings plan (3% + 1% Contribution). The Hybrid plan consists of two components:
  • Annuity Savings Account (ASA) -This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours.
  • Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension.
  • 2. Employees hired/rehired by the City and County between 1/1/2017 and 12/31/2021 will be automatically enrolled in the PERF My Choice: Retirement Savings plan. This plan is an annuity savings account (ASA) only plan and does not have a pension component. Any service that an employee has in the My Choice: Retirement Savings Plan will not count toward the service time requirements for pension eligibility in the Hybrid Plan.
  • With the PERF My Choice: Retirement Savings Plan, the ASA is split up into two parts:
  • Part one - This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours.
  • Part two - This consists of an additional variable rate contribution paid by the City toward your ASA. This variable rate contribution is currently 1% of your gross wages. Vesting in the value of the variable rate employer contribution will vary by length of participation. You are:
  • 20 percent vested after 1 full year of participation
  • 40 percent vested after 2 full years of participation
  • 60 percent vested after 3 full years of participation
  • 80 percent vested after 4 full years of participation
  • 100 percent vested after 5 full years of participation
  • 3. All employees hired/rehired prior to 1/1/2017 are grandfathered into PERF Hybrid plan. The Hybrid plan consists of two components:
  • 4. City Employees hired/rehired between 1/1/2017 and 12/31/21 that are members of the City AFSCME labor union can choose to enroll in either the PERF My Choice: Retirement Savings plan or the PERF Hybrid plan. Both plans are described above. Employees have 60 days to choose which option they want, and by state law this cannot be changed. If no choice is made, the employee will then be automatically added to the PERF My Choice: Retirement Savings plan.
  • The Indiana General Assembly has enacted a provision that allows public employees to make voluntary contributions in addition to the mandatory three percent (3%) contributions. Employees may contribute up to an additional ten- percent (10%) of their compensation per pay period to the annuity savings account. This means that the maximum level of contributions to the annuity savings account under this new provision is thirteen percent (13%) of an employee's compensation per pay period.
  • Employees who separate from the city within their first ten (10) years of employment need to contact INPRS - PERF regarding their ASA account.
  • Questions relating to PERF may be directed to INPRS - PERF at:
  • Indiana Public Retirement System
  • Public Employees' Retirement Fund
  • One North Capitol, Suite 001
  • Indianapolis, Indiana 46204
  • (888) 236-3544

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