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Office Administrator

Date Posted:  Jan 11, 2022
Requisition ID:  301021
Location: 

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.

 

About the Office of Rural and Community Affairs (OCRA):
 

OCRA works with local, state, and national partners to provide resources and technical assistance to aid communities in shaping and achieving their vision for community and economic development. 
  
Salary:
 

The starting salary for this position ranges from $42,000 - $45,000 per year but may be commensurate with education and/or experience. 

About the Job:

 

The Office Administrator serves as a key resource to the Office of Community and Rural Affairs (OCRA), supporting the full OCRA team in a wide array of responsibilities. This position represents the interests of the State of Indiana, the Lt. Governor and OCRA. This position supports the team with website and social media content, fact-checking press releases and announcements, updating presentations, and scheduling. 

A Day in the Life:

 

The essential functions of this position are:

  • Coordinate and schedule meetings, speaking engagements, etc.
  • Create and collect data from surveys.
  • Become knowledgeable of OCRA programs as well as community and partner dynamics.
  • Manage OCRA hosted training and conference registration as well as sponsorship processes including collection of fees.
  • Assist with external conference/workshop registrations for OCRA team, in collaboration with Business Office team.
  • Assist with OCRA team policy and operations trainings, orientation manual updates and revisions.
  • Serve as POC to coordinate event sheets with OCRA team as well as Lt. Governor’s team to ensure representation at community events.
  • Assist with OCRA related LG advance details and requests.
  • Assist in vehicle scheduling for central office team, including state and rental vehicles.
  • Manage routine maintenance, detailing and audits on state fleet vehicles.
  • Assist OCRA team with in-state and out-of-state travel arrangements in coordination with Business Office team.
  • Handle confidential information and discussions with professionalism.
  • Coordinate with Communications Manager for meetings, events and other speaking engagements.
  • Assist with minor website updates and social media posts.
  • Manage Indiana Main Street Facebook group.
  • Assist with grant administrator certification and continuing education trainings.
  • Assist with communications needs for new and existing programs, including press releases, website development, creative engagement opportunities, etc.
  • Set up monthly all-staff meetings on an annual basis, including coordinating meeting space and agenda.
  • Attend and provide meeting minutes for internal/external meetings.
  • Reserve meeting space and conference lines for OCRA team.
  • Work closely with Business Office team to order supplies, business cards, update phones and other IT needs for new employees.
  • Answer main OCRA line, assist customers by answering questions, routing calls to appropriate staff members, and promptly responding to voicemail.
  • Open, date stamp, sort and deliver OCRA mail, including scanning and emailing to regional staff members.
  • Assist with written and electronic correspondence.
  • Assist with physical and electronic filing.

 

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:

 

The Office Administrator is responsible for scheduling and setting work priorities, interpreting and applying agency policy and guidelines and performing all duties in an accurate, ethical and courteous manner.  The pace of work is challenging and the ability to work with accuracy quickly is critical to the role.

Therefore, ideal candidates must: 

  • Be able to provide technical assistance on several projects at the same time using strong multitasking problem-solving skills as the work is often broad in scope involving many complex program elements that require critical and administrative analytical abilities. 
  • Be highly self-motivated and able to thrive in an office environment.  
  • Possess good communication skills, demonstrate resourcefulness and the ability to self-evaluate while working independently.
  • Be able to professionally manage expectations regarding the status of projects, while keeping an adequate workflow.  
  • Develop organizational skills sufficient to ensure that all required tasks are completed on time and correctly. 
  • Demonstrate a strong work ethic and be committed to accuracy, integrity, while adhering to strict deadlines. 

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.

Current Employee? Click here to apply.


Nearest Major Market: Indianapolis