Administrative Assistant V - Forensic Services Division

Indiana State Police•Indianapolis, IN

3d•Onsite

About The Position

Serve as a civilian employee of the Indiana State Police whose primary responsibility is to provide administrative and secretarial support to the Forensic Services Division (FSD) Commander. This role involves composing and preparing various documents, managing correspondence, handling visitors, scheduling appointments, maintaining records and budgets, processing training and travel requests, and ensuring compliance with Standard Operating Procedures and FSD policies. The position requires strong organizational skills, attention to detail, and the ability to handle confidential information.

Requirements

High school graduate or equivalent GED.
Successfully complete Department typing test.
Able to proofread documents with accuracy as demonstrated by Departmental testing.
Possess decision-making abilities required to prioritize and schedule meetings and appointments.
Able to work with computerized spreadsheets, databases, and specialized software.
Ability to complete and review documents with accuracy.
Knowledge of general office procedures and clerical skills.
Ability to operate and maintain office equipment (multi-line telephones, copy machines, calculators, computers).
Ability to maintain confidentiality.
Ability to maintain FSD’s administrative file system.
Ability to access, input, organize, file, and retrieve information using computers.
Ability to work under pressure and successfully function in a stressful environment.
Ability to communicate effectively, both verbally and in writing.
Able to work with minimal supervision, prioritize work, and meet deadlines.
Must be able to successfully pass a background investigation.

Responsibilities

Prepare and distribute memorandums, letters, and reports.
Receive, review, and distribute incoming correspondence.
Receive visitors, arrange meetings, and schedule appointments.
Maintain records of funds and other accounts.
Maintain various logs and files for the FSD.
Handle confidential material.
Process training and travel requests for FSD personnel.
Compose and prepare memorandums and correspondence.
Answer telephones, take messages, and direct questions.
Proofread material for accuracy.
Assure proper disbursement of funds, maintain records, and submit documentation.
Maintain the FSD’s training budget and complete training requests and travel arrangements.
Distribute incoming and outgoing mail.
Compile, record, tabulate, and file monthly reports.
Order and distribute office supplies.
Prepare and distribute various reports, forms, and documents.
Provide clerical support to FSD personnel.
Record and distribute minutes of Managers/Supervisors Meetings.
Comply with Standard Operating Procedures, Rules, Regulations, and FSD policies.
Perform other duties as required.