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 Indiana Department of Labor (IDOL):
The mission of the Indiana Department of Labor is to advance the safety, health, and prosperity of Hoosiers in the workplace. To make significant strides in achieving our mission, we emphasize both enforcement and voluntary compliance for employers. Our office administers the IOSHA program, state wage and hours, youth employment laws, and underground coal mine safety. We also have many free training and educational resources available to the public through our INSafe Division. Finally, our Quality, Metrics & Statistics Division counts, measures, and tracks trends internally and externally. Our goal is to help make Indiana a great place to work and do business. Let us know how we can help you.
Role Overview:
The Administrative Assistant 4 provides critical operational, logistical, and clerical support to ensure smooth daily business operations. This position acts as a central coordinator handling diverse organizational workflows, from financial tasks to facility coordination and employee onboarding logistics.
Key Responsibilities & Tasks:
- Financial & Document Processing: Receipt Processing; Distribute daily cash and check receivables to relevant division accounts receivable staff.
- Facilities & Office Operations: Facilities coordination; Fleet Administration; Access Control; Review agency staff seating and office layout needs with division heads.
- Personnel & Training Logistics: Onboarding / Offboarding Checklist Administration; Language Services Training coordination. Book flights, hotels, and fleet or rental cars in coordination with travel administrator.
Top 3 Skills for Success:
- Organizational Coordination: Ability to multitask and smoothly manage multiple administrative pipelines like fleet management, facility requests, and onboarding workflows.
- Financial Precision: High attention to detail for handling daily cash/check distribution and tracking receipt processes accurately.
- Collaborative Communication: Strong interpersonal skills to effectively review operational needs with administration.
This position reports to the DOL Central office at the Indiana Government Center Campus Monday - Friday 8AM - 4:30PM
Salary:
The salary for this position traditionally starts at $34,216.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.
A Day in the Life:
The essential functions of this role are as follows:
- Works as a professional staff assistant within a state agency or organization performing multiple administrative tasks.
- Researches and prepares various reports on agency programs and/or procedures.
- Prepares and maintains procedural manual for agency functions.
- Reviews policies, plans and procedures for administrative soundness.
- Coordinates the work of various sections of the agency or department.
- Answers inquiries from the public concerning policy and procedures in assigned area.
- Makes recommendations to administrator about procedures and methods to improve efficiency and effectiveness.
- Monitors and documents activity occurring in their respective department to ensure compliance with applicable federal, state, and local rules and regulations.
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:
Individuals in this role should minimally be able to articulate or demonstrate the following:
- Specialized knowledge of the basic principles and theories of administrative management.
- Working knowledge of research techniques and report composition.
- 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 write procedural manuals and recommend improvements.
- Ability to coordinate the work of section staff.
- Ability to maintain cooperative work relationships.
A degree is not required. However, a High School Diploma or High School Equivalent (HSE) and at least 4 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
