Communications Administrative Assistant

State of Indiana•Seymour, IN

5d•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 Indiana Department of Transportation: The Indiana Department of Transportation (INDOT) provides a dynamic workplace that serves Indiana citizens, improves our state’s quality of life, and enhances its economic opportunity. INDOT has a number of innovative programs and projects, including Public-Private Partnerships, Green Initiatives, and cutting-edge uses of materials and assets. As part of the State of Indiana, INDOT offers a competitive total compensation package, as well as outstanding work/life balance. Whether you are an established professional in the transportation field or just starting your career, INDOT has exciting and challenging opportunities for you. Role Overview: The Communications Coordinator serves as the department assistant, assisting with customer inquiries and data entry. This can include written, verbal and in-person communications to answer inquiries from the general public and elected officials in a timely manner, communicating the agency message. Incumbent reports to and is accountable to the Communications Director and District Deputy Commissioner, and will work closely with the Local Service Center in Central Office. Assists the Communications Director and Communications Representative in answering customer inquiries from the general public and elected officials, including: investigating the concern, recommending ideas for resolution, drafting responses, contacting the customer with the appropriate information, and documenting all correspondence; Assists with data entry into the statewide database and District-managed database, generates reports and manages the office filing system; Manages Metropolitan Planning Organization (MPO) reports and letting results for use with report generation, including gaining letting results, verifying upcoming lettings with Capital Program Management department and creating the report; Manages Adopt-A-Highway (AAH) efforts, including managing the volunteer database, generating necessary reports, and assisting with statewide AAH efforts; Assists the Communications Specialist with construction status reports that can include data entry, filing, etc.; Assists the communications department with a range of internal and external messages and projects that can include proactive outreach efforts among various audiences, CARS-511, and statewide initiatives, and also includes typing letters, developing mailing lists/labels, processing inquiries and various reports; Performs other related duties as assigned. Location: This position is with INDOT’s Seymour District. Salary: The salary for this position traditionally starts at $31,668.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package. 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 may be considered.
Ability to perform essential functions with or without reasonable accommodation.

Responsibilities

Assists the Communications Director and Communications Representative in answering customer inquiries from the general public and elected officials, including: investigating the concern, recommending ideas for resolution, drafting responses, contacting the customer with the appropriate information, and documenting all correspondence
Assists with data entry into the statewide database and District-managed database, generates reports and manages the office filing system
Manages Metropolitan Planning Organization (MPO) reports and letting results for use with report generation, including gaining letting results, verifying upcoming lettings with Capital Program Management department and creating the report
Manages Adopt-A-Highway (AAH) efforts, including managing the volunteer database, generating necessary reports, and assisting with statewide AAH efforts
Assists the Communications Specialist with construction status reports that can include data entry, filing, etc.
Assists the communications department with a range of internal and external messages and projects that can include proactive outreach efforts among various audiences, CARS-511, and statewide initiatives, and also includes typing letters, developing mailing lists/labels, processing inquiries and various reports
Performs other related duties as assigned
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

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
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