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Administrative Assistant

Date Posted:  Jan 11, 2022
Requisition ID:  300422

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.


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.


Indiana Department of Environmental Management (IDEM):
Our mission is to implement federal and state regulations to protect human health and the environment while allowing the environmentally sound operations of industrial, agricultural, commercial, and governmental activities vital to a prosperous economy.  We issue air, water, and solid and hazardous waste permits that restrict discharges to environmentally safe levels. Staff members inspect and monitor regulated entities; provide compliance and technical assistance; monitor and assess air, land, and water quality; use enforcement actions as necessary to ensure compliance; and respond to incidents involving spills to soil or waters of the state.



Salary Information:

Salary for this position will be commensurate with years of education and experience.

About the Job:

This Administrative Assistant position represents the agency at its Shadeland facility, located at 2525 N. Shadeland Avenue in Indianapolis.  In this role, you will maintain the office reception area by greeting the public and answering phones. You will also provides administrative support to the Business Services team. 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 functions of this role are as follows: 

•    Politely greet walk-in visitors to the office and provide them with assistance. Contact IDEM staff when guests arrive and then direct them to the appropriate conference room or location.  Transfer calls to requested or appropriate program staff.
•    Actively monitor secured access entrances.
•    Process mail and interdepartmental mail daily and disperse to appropriate staff.  Activities include receiving delivered packages, responsibility for the secured mailbag that travels between Shadeland and IDEM’s downtown offices, processing FedEx and UPS shipments, and maintaining FedEx and UPS shipment supplies. Act as the point of contact for mail, UPS/FedEx, and Postmasters for the agency.
•    Provide general office support including, but not limited to: scheduling Shadeland office conference rooms, managing office supply inventory, and miscellaneous employee requests for assistance. 
•    Assist the Business Services Division with a variety of administrative tasks including, but not limited to: assisting the Program Coordinator with annual inventory audits by updating asset management in Peoplesoft, coordinating blood drives at the Shadeland office, notifying divisions of vehicle recalls and shared vehicle maintenance reports, data entry of oil changes and process monthly reports regarding oil changes, assist the Program Coordinator by updating the Business Service Database (BSD) and Virtual File Cabinet (VFC) regarding contracts, and run clearance reports for potential suppliers.
•    Other duties as assigned.  

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:

 •    Answer phones, greet visitors, direct visitors to proper IDEM employees.
•    Sort and file mail, papers, and documents for the department, and Business Services Division as needed.
•    Add electronic files and documents to databases.
•    Maintain front desk standard operating procedure document (SOP).
•    Provide statistics regarding monthly phone call data (as needed).
•    Present a willingness to help and a friendly demeanor to all guests and staff.
•    Maintain records and documents in SharePoint, BSD, and the agency’s VFC.
•    Participate in Business Services team meetings.
•    Assist in general administrative tasks.
•    Other duties as assigned.

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.


Reasonable accommodations may be made to enable individuals with disabilities to interview and to perform the essential functions of this role. 


Current Employee? Click here to apply.

Nearest Major Market: Indianapolis