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Administrative Assistant

Date Posted:  Jul 31, 2021
Requisition ID:  207301

Indianapolis, IN, US, 46239


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 Indiana Department of Transportation:
The Indiana Department of Transportation (INDOT) provides a dynamic workplace that serves Indiana citizens, improves our state’s quality of life, and enhances its economic opportunity. INDOT has a number of innovative programs and projects, including Public-Private Partnerships, Green Initiatives, and cutting-edge uses of materials and assets. As part of the State of Indiana, INDOT offers a competitive total compensation package, as well as outstanding work/life balance. Whether you are an established professional in the transportation field or just starting your career, INDOT has exciting and challenging opportunities for you.


The salary for this position is commensurate based upon education and/or work experience. 


About the Job:

In the Sub District, this position performs administrative support work associated with the units (i.e. general expenditures, payroll, equipment purchases, and personnel matters); tracks employee performance evaluations; and assigns priorities and completion dates. This position serves as the Administrative Assistant to the Sub District Operations Manager. This position coordinates initiatives with each department, providing clarification and reports progress to the Sub District Operations Manager.

A Day in the Life:

  • Monitors and identifies potential problems for Sub District and notes possible cost overruns; complies, updates, and produces status reports in relation to budget for the Highway Maintenance Administration’s review;
  • Analyzes and evaluates office business programs, policies and procedures and formulates new or revised as needed; advises the Sub District Operations Manager on office business matters; researches and responds to inquiries, complaints, and special projects; and writes reports;
  • Prepares and monitors purchase orders, invoices, requisitions, inventory control and maintains employee attendance records for designated employees;
  • Performs secretarial tasks such as composes and prepares typed copies of memos, correspondence, and reports of confidential, technical, legal, and engineering nature for the Sub District. Proofreads and corrects all work. Screens and directs telephone calls, maintains office filling system, and serves as the receptionist for the Sub District;
  • Administers and manages Sub District Operations Manager’s schedule and activities, and maintains calendars and schedule and prepares materials for meetings;
  • Performs non-routine administrative tasks; researches and prepares data for Sub District Operations Manager;
  • Manages initiatives regarding accomplishment of organizational goals and performance metrics and projects as directed by the Sub District Operations Manager;
  • Manages and coordinates activities of administrative staff to facilitate staff effectiveness with records, records retention and other administrative duties;
  • Manages and directs customer needs both internally and externally and provides assistance to the Communications Department to respond to the customer with a pro-active approach;
  • Performs other related duties as assigned.

What We're Looking For:

  • High School graduate or equivalent;
  • Associates degree in business or related field or 2 years experience of administrative experience preferred;

What You'll Need for Success:

  • Considerable knowledge of computer skills with Microsoft Office Software required;
  • Basic knowledge of PeopleSoft software preferred;
  • Excellent interpersonal skills;
  • Ability to maintain confidentiality;
  • Ability to gather, collate, and classify information about data, people, or things; define problems, collect data, establish facts, and draw valid conclusions; write letters, papers and reports, and handle sensitive telephone and face to face inquiries and contacts with general public.


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