Administrative Assistant for Child Welfare

State of Indiana•Indianapolis, IN

4d•Onsite

About The Position

The Administrative Assistant provides high-level administrative, organizational, and operational support to the Deputy Director of Child Welfare Services and multiple Directors overseeing Contracts, Prevention, Licensing, and Project Management. The role supports the smooth and timely completion of agency priorities and requires professionalism, attention to detail, and strong execution skills. This is an onsite position at the central Department of Child Services offices in the Indiana Government Center in Indianapolis, Indiana. A degree is not required. A high school diploma or equivalent and at least four years of experience applying relevant knowledge, skills, and abilities in a similar role may be considered. The role may be used in a supervisory capacity based on agency needs.

Requirements

Outstanding organizational skills, including the ability to manage multiple priorities, shifting deadlines, and fast-paced workflows.
Ability to maintain orderly and accessible records, documents, and communications.
Reliable and accurate follow-through on tasks.
Ability to anticipate needs and proactively resolve issues.
Ability to handle confidential information with discretion and professionalism.
Integrity, courtesy, sound judgment, and poise under pressure, including when navigating complex or sensitive situations.
Proficiency with Microsoft Office Suite, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive.
Comfort learning DCS systems and tools for documentation, approvals, project tracking, and communication.
A degree is not required; a high school diploma or high school equivalent and at least four 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.

Nice To Haves

Prior administrative experience supporting senior leadership in government, human services, or similarly complex environments.
Experience managing multiple executive calendars.
Familiarity with DCS systems, policies, and workflows.

Responsibilities

Manage complex calendars for deputy directors and their immediate reports, including scheduling, resolving conflicts, and prioritizing proactively.
Coordinate meetings, prepare agendas, reserve meeting spaces, and arrange technology or virtual meeting setups.
Draft, edit, and prepare correspondence, reports, presentations, and documentation accurately and clearly.
Track project timelines, deliverables, and follow-ups for Child Welfare Services initiatives.
Maintain organized electronic and physical filing systems for contracts, licensing documentation, prevention initiatives, and project materials.
Assist with documentation for audits, program reviews, grant activities, and compliance actions.
Monitor incoming requests from internal and external partners and route communications appropriately.
Support data collection, compilation, and basic analysis for reports and leadership updates.
Serve as a first point of contact for the Deputy Director’s office and engage with professionalism, tact, and customer service.
Communicate with DCS staff, community partners, contractors, and leadership.
Prepare meeting summaries and follow-up notes, and ensure next steps are communicated clearly.
Perform other duties, responsibilities, and activities as assigned.

Benefits

Three medical plan options, including prescription coverage, as well as vision and dental plans.
Wellness Rewards Program with gift card rewards for completing wellness activities.
Health savings account with bi-weekly state contributions.
Deferred compensation 457(b) account with employer match.
Two fully funded pension plan options.
Leave policies, including paid New Parent Leave, paid Childbirth Recovery Leave for eligible mothers, community service leave, vacation, personal and sick leave.
12 paid holidays, or 14 in election years.
Education Reimbursement Program.
Group life insurance.
Referral Bonus program.
Employee assistance program with covered behavioral health visits.
Eligibility as a qualified employer for the Public Service Loan Forgiveness Program.
Free parking for most positions.
Free LinkedIn Learning access.