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Administrative Assistant - Business Services Division - Shadeland Facility

Date Posted:  Dec 2, 2019
Requisition ID:  28981

Indianapolis, IN, US, 46219

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.



The salary for this position typically starts at $26,702.

About the Job:

The Indiana Department of Environmental Management (IDEM) is seeking an Administrative Assistant for their Shadeland office, located at 2525 N. Shadeland Avenue in Indianapolis.  This person will maintain the Shadeland office reception area and will provide administrative support to the office staff.  We are seeking a candidate that is reliable, enjoys helping people, is flexible and adaptable in managing tasks, and is willing to learn. 

A Day In The Life:

 The essential duties of this role include, but are not limited to the following:

  • Welcome visitors to the office and provide them with assistance.
  • Actively monitor secured access entrances.
  • Answer the main Shadeland office phone line courteously and efficiently; either directly assist customers with answers or direct calls to appropriate party.
  • Process mail delivered by USPS and interdepartmental mail courier daily and disburse to appropriate staff. Activities include receiving delivered packages, responsibility for the secured mailbag that travels between Shadeland and downtown offices, processing FedEx and UPS shipments and maintaining FedEx and UPS shipment supplies.  
  • Provide support to the office for tasks that may include scheduling Shadeland office conference rooms, manage office supply inventory, and miscellaneous employee requests.
  • Maintenance for office printer/copiers, including machine service/supplies  
  • Perform VFC Scanning for the Watershed Assessment and Planning Branch
  • Act as backup for the Emergency Response spill line.  Incumbent will answer call and take down as much information as possible and pass on to ER staff as appropriate
  • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
  • Maintain the highest level of integrity in the protection of the confidentiality of policy and personnel information within the office.
  • Additional duties as requested.


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 We're Looking For:

The ideal candidate possesses: 

  • Solid Customer Service skills with a need to recognize that the customer is priority and provide every effort to assist.
  • Ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
  • Solid verbal communication skills: should be able to understand verbal work orders and instructions, listen to customers and management; speak in clear and friendly way over the phone and face to face.
  • High-level written communication skills, use of correct grammar (both oral and written), spelling and punctuation.
  • Solid computer skills: should be proficient responding to emails, writing/editing/scanning documents, using a phone system and creating and managing schedules.  Proficient in MS Office Suite.
  • Ability to anticipate requests and exercise independent judgement in carrying out job responsibilities.


What You'll Need For Success:
  • Specialized knowledge of the basic principles and theories of administrative management;
  • Working knowledge of research techniques and report composition;
  • Ability to analyze procedures and policies and write procedural manuals and recommend improvements;
  • Ability to coordinate the work of section staff;
  • Effectively communicate, both orally and in writing;
  • 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:

  • Four (4) medical plan options (including RX coverage) and vision/dental coverages
  • Wellness program (offers eligibility into a discounted medical plan)
  • Health savings account (includes bi-weekly state contribution)
  • Deferred compensation account (similar to 401k plan) with employer match
  • Two (2) fully-funded pension plan options
  • Group life insurance
  • Employee assistance program that allows for covered behavioral health visits
  • Paid vacation, personal and sick time off
  • Competitive leave policies covering a variety of employee needs
  • 12 company paid holidays, 14 on election years
  • Qualified employer for the Public Service Loan Forgiveness Program
  • New Parent Leave

If this is an Intermittent position, the position does not offer benefits and is limited to 180 working days in an eleven (11) month continuous period.


Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer

Current Employee? Click here to apply.

Nearest Major Market: Indianapolis