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Administrative Assistant

Date Posted:  Jan 12, 2022
Requisition ID:  272804

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. We are proud to be an equal opportunity employer.


About the Family & Social Services Administration (FSSA): 

The Division of Mental Health and Addiction within the Family and Social Services Administration (FSSA) sets care standards for the provision of mental health and addiction services to Hoosiers. DMHA is committed to ensuring that clients have access to quality services that promote individual, family and community resiliency and recovery. 

The division also certifies all community mental health centers and addiction treatment services providers. DMHA operates six psychiatric hospitals (NeuroDiagnostic Institute, Evansville Psychiatric Children’s Center, Evansville State Hospital, Logansport State Hospital, Madison State Hospital and Richmond State Hospital). DMHA provides funding support for mental health and addiction services to target populations with financial need and administers federal funds earmarked for substance abuse prevention projects. 


Salary:   Salary may be commensurate with relevant experience/education.

About the Job:

The Administrative Assistant serves a program administrator and/or staff professionals performing support tasks in a limited program area.  This role provides administrative support services to programs that fall under the Deputies and Assistant Deputies within the Division of Mental Health and Addiction and are connected to the COVID-19 stimulus funds from the Substance Abuse and Mental Health Services Administration.

A Day in the Life:

The essential functions of this role are as follows: 

  • Perform all administrative support tasks requested by Deputy Directors with the Mental Health and Addiction teams and Assistant Deputy Directors, Executive Broad Band and their staff which includes, but is not limited to performing complex and responsible administrative assistance duties requiring specialized and extensive knowledge of an assigned area, answering phones, screening and directing calls and visitors to the appropriate personnel or location.
  • Assist with training, scheduling and coordinating media equipment for staff.
  • Develop tools to monitor and track compliance with the federal Block Grant stimulus fund requirements for the Division.
  • Coordinate meeting logistics, including notification of meetings, booking rooms, arranging for media equipment, parking, printing and recording as well as preparation and distribution of agenda, minutes, etc.
  • Process in-state and out-of-state travel accommodations, including researching transportation options, booking hotel rooms, submitting registration forms and preparing reimbursement documents.
  • Order and maintain supplies as requested/needed.
  • Receive, handle, and compose letters and memoranda of a confidential nature as well as prepare correspondence and memoranda independently or from oral instruction.
  • Participate in external and internal meetings to document conversations, tasks and timelines for future reference. 
  • Provide education and resources to the DMHA program staff and external stakeholders.

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:

  • Minimum of two years of college education plus three years of experience; experience may be substituted 2:1 in lieu of degree.  Associate's degree preferred; High School Diploma or equivalent required.
  • General knowledge of the basic principles and practices of program management;
  • Working knowledge of Microsoft Office software such as Word, Excel, and PowerPoint;
  • Ability to prioritize many varied assignments and deadlines;
  • Ability to work independently;
  • Ability to solve problems;
  • Working knowledge of research techniques and report composition;
  • Excellent written and verbal communication skills ;
  • Serve as receptionist as needed;
  • Ability to provide support to multiple staff members and projects;
  • Ability to operate office equipment.
  • Working knowledge of the functions of all sections within DMHA; 
  • General knowledge of FSSA policies and procedures.
  • Ability to maintain effective working relationships will all DMHA staff, FSSA Staff, other state agency staff, federal and elected officials as well as the general public 

Supervisory Responsibilities/Direct Reports:

This role does not provide direct supervision to 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) and vision/dental coverages 
  • Wellness program (offers premiums discount for the 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 
  • Free Parking 
  • Free LinkedIn Learning 


Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.


Current Employee? Click here to apply.

Nearest Major Market: Indianapolis