Administrative Assistant

State of Indiana•New Castle, IN

About The Position

The Administrative Assistant serves as a program administrator and/or provides support to staff professionals in a limited program area within the Indiana Department of Correction’s Division of Parole Services. The Division enhances public safety through community-based supervision and services for adult offenders transitioning from correctional facilities to community supervision, using evidence-based practices. It operates ten district offices across Indiana. The role provides administrative support, coordinates clerical functions, communicates with the public and agency representatives, and helps ensure documents and processes comply with applicable rules. The position may be used in a supervisory capacity based on agency needs. Other duties and responsibilities 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 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 to recommend improvements.
Ability to maintain cooperative work relationships.
Ability to perform essential functions with or without reasonable accommodation.
A degree is not required. 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 may be considered.

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 or other agency representatives.
Direct incoming correspondence to the appropriate individual.
Review and inspect 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.
Coordinate the work of section staff, as needed.

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 a 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; 180 combined hours of paid vacation, personal, and sick leave; and 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.
Free parking for most positions.
Free LinkedIn Learning access.
Eligibility as a qualified employer for the Public Service Loan Forgiveness Program.