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 Disability, Aging and Rehabilitative services works to support older adults and individuals with disabilities, while also connecting them with local community resources that promote independence. Help for every life at every age. Role Overview: In this role, you will serve as the primary front‑desk receptionist, providing a professional, courteous, and welcoming experience for all guests. You will respond to visitor needs, offer appropriate direction, and manage incoming phone, fax, and email inquiries. Additional responsibilities include overseeing supply orders, managing incoming mail, and ensuring that all items are processed efficiently. This position also provides administrative support to Division leadership, assisting with assigned projects, meeting preparation, logistics, setup, and minutes. You will coordinate travel requests as needed and serve as the security coordinator for IT‑related service tickets, including voice services, office equipment issues, and agency‑related service needs. Maintaining and tracking office inventory is a core function of this role. As a public‑facing position, on‑site presence is required Monday through Friday from 8:00 a.m. to 4:30 p.m. The ideal candidate will demonstrate a positive and welcoming attitude, strong written and verbal communication skills, and the ability to multitask and problem‑solve effectively. Proficiency in Microsoft Office applications is essential. The candidate must exercise discretion, maintain strict confidentiality, and uphold professional standards in all interactions with internal and external partners.

Requirements

• Positive and welcoming attitude
• Strong written and verbal communication skills
• Ability to multitask and problem-solve effectively
• Proficiency in Microsoft Office applications
• Exercise discretion, maintain strict confidentiality, and uphold professional standards
• Specialized knowledge of the theories, principles, and practices of administrative management
• Extensive knowledge of department or agency programs
• Working knowledge of state government administrative structure
• Organizational skills with the ability to prioritize tasks effectively and multitask
• Ability to coordinate the work of diverse professional and support personnel
• Ability to effectively communicate, both orally and in writing
• Ability to maintain cooperative work relationships
• Ability to develop new, alternative solutions for encountered problems
• At least 5+ years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.
• Ability to perform essential functions with or without reasonable accommodation.

Responsibilities

• Serve as the primary front‑desk receptionist, providing a professional, courteous, and welcoming experience for all guests.
• Respond to visitor needs, offer appropriate direction, and manage incoming phone, fax, and email inquiries.
• Oversee supply orders, manage incoming mail, and ensure that all items are processed efficiently.
• Provide administrative support to Division leadership, assisting with assigned projects, meeting preparation, logistics, setup, and minutes.
• Coordinate travel requests as needed.
• Serve as the security coordinator for IT‑related service tickets, including voice services, office equipment issues, and agency‑related service needs.
• Maintain and track office inventory.
• Provides complex administrative support to a department, agency, or facility.
• Makes program improvement recommendations to agency executives.
• Makes recommendations in developing new policies to facilitate the meeting of agency goals.
• Develops new methodology and structures for improvement of agency functioning.
• Researches and investigates program and procedural problems.
• Explains agency policy and procedures to interested parties.
• Follows-up on plans, programs, policies, and procedures to ensure uniform compliance.
• Investigates administrative problems that arise within the agency.

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: Mid Level
• Education Level: No Education Listed