Administrative Assistant

　　Date Posted: Jan 23, 2024

　　Requisition ID: 436927

　　Location:

　　Indianapolis, IN, US, 46204

　　Work for Indiana

　　Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.

　　At the State of Indiana, we don’t just talk about diversity and inclusion - Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process, as well as perform the essential functions of a role.

　　Next Level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below.

　　About the Indiana Department of Homeland Security (IDHS):

　　The Indiana Department of Homeland Security (IDHS) leads Indiana's emergency planning and operations, first responder training, and fire and building safety. The agency hosts state-level training exercises each year and certifies thousands of first responders. IDHS also supports the state Emergency Operations Center (EOC), which leads response and coordination efforts for large-magnitude incidents.

　　IDHS is also designated as the State Administrative Agency for Federal Emergency Management Agency (FEMA) and U. S. Department of Homeland Security (DHS) grants within Indiana. These funds provide financial and technical assistance to local governments, non-profit organizations, individuals, and families to reduce the actual or potential risk of loss of life or property across Indiana.

　　Salary Statement:

　　The salary for this position traditionally starts at $31,668.00 but may be commensurate with education or work experience.

　　Role Overview:

　　This position serves as the Indiana Department of Homeland Security (IDHS) front desk reception administrative assistant.

　　Greet in-person visitors that could include government officials, other state agencies personnel, outside company vendors, or directing visitors to correct external agencies (for example U.S. Immigration or the Social Security office).

　　Situational awareness of your safety and IDHS personnel safety; be a part of the agency’s safety team.

　　Requires knowledge of various computer programs including MSOffice and office skills and time management.

　　Work requires attention to detail, establishing priorities, and meeting deadlines.

　　Purchasing general office and breakroom supplies for the division; justifying procurements; ability to determine the most cost effective and efficient options.

　　Maintain copy rooms, supply cabinets and breakroom areas.

　　Delivery receipt of UPS and FedEx packages as well as office supply deliveries. This may include meeting delivery personnel at dock entrance.

　　Data entry/copying files/scanning

　　Must be flexible regarding alternate and last-minute tasks.

　　Ability to be proactive and take initiative.

　　Be dependable and have good communication and customer service skills.

　　Other duties as assigned.

　　Hours 8:00 a.m. to 4:30 p.m.

　　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. ​

　　What You'll Need for Success:

　　The ideal candidate in this role should minimally have a

　　High School Diploma or equivalent

　　3 years full time experience performing administrative support, bookkeeping, office management, or related experience.

　　Related certifications and coursework may be considered for education or experience.

　　Upon entering the role, individuals must have or obtain the following 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

　　Benefits of Employment with the State of Indiana:

　　The State of Indiana offers a comprehensive benefit package for full-time employees which includes:

　　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

　　Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities

　　Deferred compensation 457B account (similar to 401k 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

　　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

　　Free LinkedIn Learning access

　　Equal Employment Opportunity:

　　The State of Indiana is an Equal Opportunity Employer and is committed to recruit, select, develop, and promote employees based on individual ability and job performance. Our policy is to provide equal employment opportunity to all people in all aspects of employer-employee relations without discrimination because of race, color, creed, religion, sex, national origin, ancestry, age, sexual orientation, gender identity, physical or mental disability, or veteran status. We will comply with the spirit as well as the letter of all applicable state and federal laws.

　　If you are a qualified individual with a disability and require reasonable accommodation in completing this application, you can request assistance by contacting the Indiana State Personnel Department at [email protected].

　　The State of Indiana has established a culture that welcomes equity, inclusion, and opportunity for all employees and applicants. We encourage you to apply if you feel you have the transferrable skills to be successful in this position and we look forward to reviewing your application.

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