Administrative Assistant

City of Bloomington, Indiana•Terre Haute, IN

11h•Onsite

About The Position

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 Adjutant General's Office : The Adjutant General’s Office (AGO) provides a dynamic workplace while serving the Indiana National Guard at its various facilities throughout the state. AGO’s programs and projects offer exciting opportunities for professionals in many fields - from maintenance repair to cadre to civil engineers - looking to begin or advance their careers. AGO offers a competitive compensation and benefits package, as well as an outstanding work/life balance. AGO offers agency specific benefits, such as an opportunity to work an alternative work schedule, a spot bonus program to reward hardworking employees, and a chance to work with military and federal partners. Role Overview : You will serve in an administrative support position within the Civil Engineering office at the Terre Haute Airbase. You will perform a wide variety of administrative duties, including data entry, preparation and distribution of reports, forms, spreadsheets, military letters, memorandums, and agendas. Duties also include answering and transferring telephone calls, sorting and distributing mail, maintaining the military library and technical order library, maintaining files, photocopying documents, maintaining timesheets, ordering supplies, gathering and compiling data as directed, posting and balancing various fund accounts, generating military meal vouchers and managing the billeting program, updating and maintaining personnel data files, composing and processing military and civilian orders, and assisting with the management and execution of various squadron programs such as Information Security, Communication Security, the Weight Management Program, and the Security Clearance Program, as well as assisting all other Civil Engineer sections as needed. Salary Statement : The salary for this position traditionally starts at $31,668.00 but may be commensurate with education or work experience. A Day in the Life: The essential functions of this role are as follows: Provides a wide range of administrative assistance to a department or division of a state agency. Acts as liaison between program or department administration, state agencies, and interested parties. Provides routine policy interpretation and related decisions to interested parties. Researches and prepares various reports for supervisor. Prepares and processes correspondence and verbally communicates with the public or other agency representatives. Directs incoming correspondence to the appropriate individual. Reviews and inspects incoming documents for accuracy, completeness, and to ensure compliance with applicable federal, state, and local rules and regulations. Obtains necessary approvals if needed. Provides technical guidance and composes manuals for agency personnel. Coordinates clerical and administrative functions. The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

Requirements

General knowledge of office administrative functions, theories, and principles.
Working knowledge of research techniques and report composition.
Working knowledge of functions of other departments and agencies and their impact on the department.
Effective written and verbal communication skills.
Attention to detail and proofreading skills.
Organizational skills with the ability to prioritize tasks effectively and multitask.
Ability to use Microsoft Office Suite (Word, Excel, Outlook).
Ability to analyze procedures and policies and writes procedural manuals to recommend improvements.
Ability to coordinate the work of the section staff.
Ability to maintain cooperative work relationships.
A High School Diploma or High School Equivalent (HSE) and at least 3 years of experience applying the outlined knowledge, skills, and abilities in a similar role.

Nice To Haves

A degree is not required.

Responsibilities

Perform a wide variety of administrative duties, including data entry, preparation and distribution of reports, forms, spreadsheets, military letters, memorandums, and agendas.
Answer and transfer telephone calls, sort and distribute mail.
Maintain the military library and technical order library.
Maintain files, photocopy documents, maintain timesheets, order supplies.
Gather and compile data as directed, post and balance various fund accounts.
Generate military meal vouchers and manage the billeting program.
Update and maintain personnel data files.
Compose and process military and civilian orders.
Assist with the management and execution of various squadron programs such as Information Security, Communication Security, the Weight Management Program, and the Security Clearance Program.
Assist all other Civil Engineer sections as needed.
Provides a wide range of administrative assistance to a department or division of a state agency.
Acts as liaison between program or department administration, state agencies, and interested parties.
Provides routine policy interpretation and related decisions to interested parties.
Researches and prepares various reports for supervisor.
Prepares and processes correspondence and verbally communicates with the public or other agency representatives.
Directs incoming correspondence to the appropriate individual.
Reviews and inspects incoming documents for accuracy, completeness, and to ensure compliance with applicable federal, state, and local rules and regulations.
Obtains necessary approvals if needed.
Provides technical guidance and composes manuals for agency personnel.
Coordinates clerical and administrative functions.

Benefits

Competitive compensation
Robust benefits package
Commitment to work-life balance
Agency specific benefits, such as an opportunity to work an alternative work schedule, a spot bonus program to reward hardworking employees, and a chance to work with military and federal partners.
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