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Constituent Services Associate/Filing Clerk

Date Posted:  May 9, 2022
Requisition ID:  353014

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. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to interview and to perform the essential functions of a role.


Next Level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below.


About the Secretary of State:
It is the mission of the office of Secretary of State to deliver to the people of Indiana government-as-a-service that focuses on unqualified integrity and accuracy in our elections, consistent and principled regulatory methods, ceaseless protection of Hoosier investors, and the most efficient use of taxpayer resources.

Salary Information:

This position will pay at $41, 400.00 annually.

About the Job:

The purpose of this position is to answer INBiz and constituent emails in an accurate and timely manner. The position will obtain, review and process business services filings presented to the office. The position assists with developing and maintaining email templates used in responding to constituent email.  The position serves as subject matter expert in the filing requirements, filing procedures and state forms related to all Business Services filings. The position serves as a subject matter expert in knowledge articles used to answer constituent calls.  Position must be able to discern between requests that involve Business Services, another division within the office and another agency within the state. Position must be able to direct requests to the appropriate division or agency in a professional manner.  Position must provide consistent and accurate information in a professional manner.  Position must be able to discern when a matter should be escalated to the Deputy Director, INBiz Deputy Director, or Director of Business Services.  The position must train new constituent services associates, backup other staff members and be open to new tasks or special projects.

A Day in the Life:

- Serve as Business Services Associate
- Process Business Entity, UCC, Notary and Authentications filings
- Process Service of Process Requests
- Respond to Constituent Services Requests via email, telephone or in person
- Assist public to understand statutes, investigate complaints and escalate complaints
- Confirm and prepare customers for appointments
- Rotate to cover constituents at front desk
- Assist with Knowledge Article Management
- Serve as subject matter expert for email templates
- Serve as a subject matter expert on INBiz and Business Services applications
- Troubleshoot systems errors and escalate issues
- Perform user acceptance testing
- Rotate to deliver Division/Office mail


What You'll Need for Success:

- Strong communication and organization skills
- Strong writing skills
- Ability to communicate by email and phone
- Detail Oriented
- Willingness to learn custom computer applications 
- Self-motivated
- Problem solving skills
- Computer skills (Outlook, Word, Excel)
- Bachelors degree preferred 


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) as well as vision and dental plans;
  • Wellness program (offers premium discount for the medical plan and gift cards);
  • Health savings account, which includes bi-weekly state contribution; 
  • Deferred compensation 457B account (similar to 401k 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; 
    • 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.



Current Employee? Click here to apply.

Nearest Major Market: Indianapolis