Office Administrator

State of Indiana • Indianapolis, IN

4d

About The Position

The JLAP Office Administrator for the Judges and Lawyers Assistance Program (JLAP) works with the Executive Director, Deputy Director, other JLAP staff, and the JLAP Committee in carrying out their duties under Rule 31. JLAP provides confidential, compassionate support to judges, lawyers, law students, bar applicants, and Indiana Supreme Court employees by promoting well-being, improving lives, fostering connection, and elevating the competence of the legal profession.

The administrator is the first point of contact for legal professionals seeking JLAP assistance. The role primarily manages initial inquiries, office administration, and coordination of the JLAP volunteer program. It also supports JLAP events, volunteers, data and records, financial and travel processes, outreach, and reporting.

Requirements

• Exercise discretion when handling confidential information and materials.
• Maintain personal and business affairs in a manner that supports public confidence in the integrity, competence, impartiality, and independence of the judiciary and avoids conflicts or the appearance of conflicts.
• Interact respectfully and professionally with others, maintain a business-like appearance, and promote workplace harmony.
• Communicate with executive branch and federal agencies and judicial officers in a manner that promotes confidence and respect in the Office of Judicial Administration.
• Provide program information, answer questions, address concerns, and act as a liaison with management, staff, and internal and external stakeholders.
• Diffuse elevated conversations successfully with an intent to resolve issues.
• Listen attentively, understand others’ points, ask appropriate questions, and avoid interrupting inappropriately.
• Communicate effectively in writing for the needs of the audience.
• Manage assignments and time effectively, prioritize tasks and projects, and complete work within deadlines.
• Prepare and maintain complex and confidential records in an automated system while managing numerous tasks.
• Research, coordinate, and track work proficiently and accurately.
• Identify problems, review relevant information, and develop and implement solutions.
• Use deductive reasoning to meet several complementary goals.
• Learn and adapt to new technologies within the Microsoft Suite and Supreme Court systems.

Responsibilities

• Answer and direct telephone calls, correspondence, and in-person visitors to the JLAP office.
• Manage and respond to JLAP public intake form submissions and correspondence received through the JLAP help inbox.
• Provide general, clerical, organizational, and administrative support to JLAP staff, including creating and managing releases of information and assisting with correspondence.
• Oversee daily office functionality, including equipment, office supplies, cleaning products, and heating and cooling.
• Coordinate and assist with JLAP events, including committee meetings, support groups, volunteer trainings, law school office hours and events, and inter- and intra-agency presentations; schedule events, track and document presentations, manage mailings, and maintain current rosters.
• Serve as the primary contact for JLAP volunteer recruitment, training, and retention; create and distribute a periodic volunteer newsletter; coordinate logistics for the annual JLAP retreat and other in-person volunteer events; and help match participants with volunteers.
• Oversee JLAP database maintenance and improvements, ensure accurate data entry, analyze collected data and develop outcome measures, and arrange staff training as needed.
• Ensure timely processing of vendor, staff, and committee contracts, invoices, and reimbursement requests, as well as requests for assistance from the JLAP Treatment Fund; update the JLAP Committee.
• Maintain an internal log of JLAP Treatment Fund transactions.
• Assist JLAP staff and committee members with travel authorizations and travel reimbursements.
• Receive copies of disciplinary orders and complaints and initiate outreach to recipients to notify them of assistance offered by JLAP.
• Assist with reporting to the JLAP Committee as requested by the Executive Director.
• Interact with staff from other Indiana Supreme Court agencies to further JLAP’s interests.
• Perform other duties as assigned.

Benefits

• Three medical plan options, including prescription coverage, and vision and dental plans
• Wellness program with a medical-plan premium discount and gift cards
• Health savings account with a bi-weekly state contribution
• Deferred compensation 457B account with employer match
• Two fully funded pension plan options
• Leave policies including 150 hours of new parent leave, up to 15 hours of paid community service leave, and 180 combined hours of paid vacation, personal, and sick leave
• 12 paid holidays, or 14 in election years
• Group life insurance
• Employee assistance program with covered behavioral health visits
• Eligibility as an employer for the Public Service Loan Forgiveness Program
• Free parking for most positions
• Free LinkedIn Learning access
• Hybrid option for eligible employees and positions

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed