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Administrative Assistant

Date Posted:  Sep 11, 2019
Requisition ID:  15814

Indianapolis, IN, US, 46206

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 purpose of this position is to perform those activities as necessary to help the Permit Administration and Support Section achieve its goals as they relate to the overall strategic goals and objectives of the Permits Branch while meeting all legal obligations to provide proper notification of permit activities.

Essential Job Responsibilities:

The essential functions of this role are as follows: 

  • Plan, organize, and perform a variety of Administrative activities related to air approvals, including notifying internal and external parties of draft, proposed, and final permit actions according to established Standard Operating Procedures. 
  • Convert assigned documents from various electronic formats to PDF format. Following Current Operating Procedures, employee must confirm with technical staff that the pdf document is correct, and work with technical staff as needed to resolve issues. 
  • Enter a wide variety of information into Air Permits Tracking Database, currently CGI Advantage Regulatory Managements
  • Coordinate with staff to post Legal Notices to IDEM website
  • Maintain Database for Permits Notification List
  • Retrieve documents out of Sharepoint, copy them to the appropriate areas, and complete tasks following Sharepoint protocols
  • Make electronic documents available to the public using several repositories, which include:   Virtual File Cabinet, Internet, SharePoint, Shared drive.

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.  

Preferred Experience:
  • Extensive experience with Microsoft Office, including Word, Excel, and Outlook.
  • Familiarity with Adobe Professional.
  • Familiarity with SharePoint.
  • Familiarity with IDEM Virtual File Cabinet.
  • Familiarity with IDEM CGI Advantage RM VFC.    
  • Ability to navigate through several electronic systems and coordinate with technical staff to process each permit. 
  • Ability to plan and prioritize work. 
  • Ability to complete work by assigned deadlines.
  • Ability to read and follow detailed written procedures.
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:

  • 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