Administrative Assistant
Indianapolis, IN, US, 46204
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 Family & Social Services Administration (FSSA):
The Division of Aging of the Family and Social Services Administration (FSSA) strives to foster networks that provide information, access and long-term care options that enhance choice, autonomy and quality of life for Hoosiers and is committed to helping Hoosiers find the information and resources they need. Our goal is to put knowledge in Hoosiers’ hands so they can make better decisions, not only for themselves but also for their loved ones.
Services are coordinated and funded through Indiana’s network of Area Agencies on Aging and include the state-funded CHOICE program (Community and Home Options to Institutional Care for the Elderly and Disabled) and administration of two Medicaid waiver programs providing home- and community-based services for older adults and individuals of all ages with physical impairments; additionally, we support the development of alternatives to nursing home care and coordinates services through the statewide INconnect Alliance network.
Role Overview:
In this role, you will serve as the receptionist at the front desk, maintaining a professional and friendly demeanor toward guests, responding to their needs and directing them as appropriate. You will respond to phone, fax and e-mail inquiries and oversee ordering of supplies, handle incoming mail and process accordingly. This role also serves as an administrative assistant to Division leadership, working on projects as assigned including meeting preparation, set up, minutes, and logistics. Additionally, you will assist with travel requests as needed, serve as a security coordinator for IT related tickets including voice coordination, office equipment issues and agency related service requirements. This role maintains and tracks office inventory.
This role is public facing and in office M-F, 8:00-4:30. The ideal candidate will present a welcoming positive attitude and have excellent written and verbal communication skills. Multitasking, problem-solving, customer service, and proficiency in Microsoft Office Suite products are required. The candidate must be discreet in their interactions and always maintain confidentiality for both internal and external partners.
Salary Statement:
The salary for this position traditionally starts at $39,000.00 but may be commensurate with education or work experience.
A Day in the Life:
The essential functions of this role are as follows:
- Provides complex administrative support to a department, agency, or facility.
- Makes program improvement recommendations to agency executives.
- Makes recommendations in developing new policies to facilitate the meeting of agency goals.
- Develops new methodology and structures for improvement of agency functioning.
- Researches and investigates program and procedural problems.
- Explains agency policy and procedures to interested parties.
- Follows-up on plans, programs, policies, and procedures to ensure uniform compliance.
- Investigates administrative problems that arise within the agency.
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.
This position is exempt from overtime compensation for additional work hours which may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.
What You'll Need for Success:
Individuals in this role should minimally be able to articulate or demonstrate the following:
- Specialized knowledge of the theories, principles, and practices of administrative management
- Extensive knowledge of department or agency programs
- Working knowledge of state government administrative structure
- Organizational skills with the ability to prioritize tasks effectively and multitask
- Ability to coordinate the work of diverse professional and support personnel
- Ability to effectively communicate, both orally and in writing
- Ability to maintain cooperative work relationships
- Ability to develop new, alternative solutions for encountered problems
A degree is not required. However, at least 5+ years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.
Individuals should have the ability to perform essential functions with or without reasonable accommodation.
Supervisory Responsibilities/Direct Reports:
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
- 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
- Free LinkedIn Learning access
Equal Employment Opportunity:
The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. 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. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.
Nearest Major Market: Indianapolis
