Administrative Assistant

State of Indiana•Indianapolis, IN

13d

About The Position

The Administrative Assistant provides a wide range of administrative support to a department or division of a state agency and coordinates clerical and administrative functions. The role serves as a liaison among program or department administration, state agencies, and interested parties; provides routine policy interpretation and related decisions; and communicates with the public and other agency representatives. The position researches and prepares reports, handles correspondence, reviews incoming documents for accuracy and compliance, obtains approvals when needed, and provides technical guidance and procedural manuals to agency personnel. Other duties and responsibilities may be assigned or changed at any time. This position is with the Indiana Department of Transportation's Indianapolis Sub-Unit. A degree is not required. A high school diploma or equivalent and at least three years of relevant experience may be considered. The position may be used in a supervisory capacity based on agency needs.

Requirements

General knowledge of office administrative functions, theories, and principles.
Working knowledge of research techniques and report composition.
Working knowledge of other departments' and agencies' functions and their impact on the department.
Effective written and verbal communication skills.
Attention to detail and proofreading skills.
Organizational skills, including the ability to prioritize tasks effectively and multitask.
Ability to use Microsoft Office Suite, including Word, Excel, and Outlook.
Ability to analyze procedures and policies and write procedural manuals recommending improvements.
Ability to coordinate the work of section staff.
Ability to maintain cooperative work relationships.
A degree is not required; a high school diploma or High School Equivalent (HSE) and at least three 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

Provide a wide range of administrative assistance to a department or division of a state agency.
Act as a liaison between program or department administration, state agencies, and interested parties.
Provide routine policy interpretation and related decisions to interested parties.
Research and prepare reports for a supervisor.
Prepare and process correspondence and communicate verbally with the public and other agency representatives.
Direct incoming correspondence to the appropriate individual.
Review incoming documents for accuracy, completeness, and compliance with applicable federal, state, and local rules and regulations.
Obtain necessary approvals when needed.
Provide technical guidance and compose manuals for agency personnel.
Coordinate clerical and administrative functions.

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 contribution.
Deferred compensation 457(b) account with employer match.
Two fully funded pension plan options.
Leave policies, including 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, or 14 in election years.
Education Reimbursement Program.
Group life insurance.
Referral Bonus program.
Employee assistance program with covered behavioral health visits.
Qualified employer for the Public Service Loan Forgiveness Program.
Free parking for most positions.
Free LinkedIn Learning access.
Competitive compensation and work-life balance.