Administrative Assistant

State of Indiana • Indianapolis, IN

2d • Onsite

About The Position

Work for Indiana Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana. About the Family & Social Services Administration (FSSA):The Division of Mental Health and Addiction within the Family and Social Services Administration (FSSA) sets care standards for the provision of mental health and addiction services to Hoosiers. DMHA is committed to ensuring that clients have access to quality services that promote individual, family and community resiliency and recovery. The division also certifies all community mental health centers and addiction treatment services providers. DMHA operates six psychiatric hospitals (NeuroDiagnostic Institute, Evansville Psychiatric Children’s Center, Evansville State Hospital, Logansport State Hospital, Madison State Hospital and Richmond State Hospital). DMHA provides funding support for mental health and addiction services to target populations with financial need and administers federal funds earmarked for substance abuse prevention projects. Role Overview: In this role, you serve as the Executive Assistant and supports executive-level leadership through extensive and continuous calendar management, travel planning and departmental event coordination, and streamlining administrative processes. This role will include frequent communication and interaction with executives, senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives. It is important that this role maintains confidentiality in all aspects of team and company information. This role supervises two other administrative assistants.

Requirements

• Thorough knowledge of the theories, principles, practices, and methodology of administrative management
• Thorough knowledge of department programs
• Specialized knowledge of state government administrative structures
• Attention to detail and proofreading skills
• Effective verbal and written communication skills
• Organizational skills with the ability to prioritize tasks effectively and multitask
• Ability to coordinate and motivate professional and support personnel
• Ability to be creative in developing alternatives to meet department needs
• Ability to communicate complex theories and principles to a broad spectrum, both verbally and in writing
• Ability to maintain cooperative work relationships.
• Individuals should have the ability to perform essential functions with or without reasonable accommodation.

Nice To Haves

• At least 7+ years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Responsibilities

• Provides high level administrative assistance to an agency, department, or facility.
• Reviews total department or agency organizational structure and functions and advises changes to promote efficiency and effectiveness.
• Administers staff functions in support of program areas.
• Prepares special reports on alternative methods of achieving new program responsibilities.
• Represents agency, institutions, or departments in a variety of situations with other departments, institutions, the general public, and special interest groups.
• Prepares responses to correspondence containing routine inquiries.
• Follows-up on plans, programs, policies, and procedures to ensure progress and accomplishments.

Benefits

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans
• Wellness Rewards Program: Complete wellness activities to earn gift card rewards
• Health savings account, which includes bi-weekly state contribution
• Deferred compensation 457(b) account (similar to 401(k) 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 and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed