Testing Administrative Assistant

State of Indiana•Seymour, IN

11d

About The Position

The Testing Administrative Assistant works with the Indiana Department of Transportation’s Seymour District. The role combines administrative support, field work, laboratory testing, and documentation to help ensure construction materials meet state standards and support timely contract closeout. The position provides administrative assistance, coordinates clerical functions, communicates with construction staff and other parties, reviews documents for accuracy and compliance, and supports department operations. A degree is not required; a high school diploma or equivalent and at least three years of relevant experience may be considered.

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 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 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

Answer inquiries from Construction staff and handle contact information requests, general phone calls, and visitors to the Testing building.
Order office supplies and submit maintenance requests for facility-related issues.
Update contract documents during construction so they accurately reflect what was used in the field and enable timely completion by construction staff.
Review test reports, verify compliance, and ensure documentation is correct and entered in AASHTOWare/SiteManager to support contract closeout.
Provide 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, communicate verbally with the public or other agency representatives, and 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 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 completed 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 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.
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.