Executive Assistant Medicaid
Indianapolis, IN, US, 46204
Work for Indiana
Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, you'll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, you'll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.
About the Family & Social Services Administration:
The Office of Medicaid Policy and Planning (OMPP) is a division within the Family and Social Services Administration, which receives around 18 percent of the state's budget to ensure vital health care coverage to approximately 1 in 4 Hoosiers. OMPP strives to build programs and processes that enable Hoosiers to live in fully engaged communities and reach their greatest emotional, mental, and physical well-being. Our mission is to support individual and community well-being with effective and efficient programs, remarkable collaborations, measurable impact on individuals and communities, and an energized staff that is fully engaged with this mission.
Role Overview:
This role serves as the Executive Assistant and administrative specialist to the Medicaid Director and Deputy Medicaid Director/Chief of Staff. Your role requires a high degree of autonomy, sound judgment and discretion in managing sensitive information and representing senior leadership in internal and external meetings and communications. You will be responsible for managing multiple complex calendars, coordinating high-level meetings across time zones, handling detailed and complex travel arrangements, and drafting professional correspondence on behalf of the Director and Deputy Director as well as serving as a resource for the Medicaid team.
The ideal candidate will be proactive, detail-oriented and solutions-focused, with a strong interest in learning about Medicaid's wide-ranging services. A minimum of an associate's degree plus three years of administrative assistant experience, or the equivalent of five years of experience as an administrative assistant supporting senior executives in a fast-paced environment is required. This candidate will have exceptional written communication skills, with demonstrated experience drafting high-level correspondence, internal communications, and professional emails on behalf of executives. Extensive experience managing complex calendars, including high-volume scheduling across multiple time zones, and coordinating with both internal partners and external stakeholders is strongly preferred. This candidate will also possess strong organizational and problem-solving abilities, with a proactive mindset and the ability to anticipate needs, manage competing priorities, and adapt quickly to shifting deadlines.
Salary Statement:
The salary for this position traditionally starts at $42,900.00 but may be commensurate with education or work experience.
A Day in the Life:
The essential functions of this role are as follows:
- Provides high level administrative assistance to an agency, department, or facility.
- Reviews total department or agency organizational structure and functions and advises changes to promote efficiency and effectiveness.
- Administers staff functions in support of program areas.
- Prepares special reports on alternative methods of achieving new program responsibilities.
- Represents agency, institutions, or departments in a variety of situations with other departments, institutions, the general public, and special interest groups.
- Prepares responses to correspondence containing routine inquiries.
- Follows-up on plans, programs, policies, and procedures to ensure progress and accomplishments.
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.
This position is exempt from overtime compensation for additional work hours which may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.
What You'll Need for Success:
The ideal candidate in this role should minimally have
- a Bachelor's Degree and 3+ year of experience, or
- an Associate's Degree and 5+ years of experience, or
- at least 7+ years of experience applying the below, outlined knowledge, skills, and abilities in a similar role.
Related certifications and coursework may be considered for education or experience.
You must meet the following requirements to be considered for employment:
- Thorough knowledge of the theories, principles, practices, and methodology of administrative management
- Thorough knowledge of department programs
- Specialized knowledge of state government administrative structures
- Attention to detail and proofreading skills
- Effective verbal and written communication skills
- Organizational skills with the ability to prioritize tasks effectively and multitask
- Ability to coordinate and motivate professional and support personnel
- Ability to be creative in developing alternatives to meet department needs
- Ability to communicate complex theories and principles to a broad spectrum, both verbally and in writing
- Ability to maintain cooperative work relationships
- Able to perform essential functions with or without reasonable accommodation.
Supervisory Responsibilities/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 Rewards Program: Complete wellness activities to earn gift card rewards
- Health savings account, which includes bi-weekly state contribution
- Deferred compensation 457(b) account (similar to 401(k) 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 and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers
- 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 and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.
Nearest Major Market: Indianapolis
