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Program Coordinator

Date Posted:  May 13, 2022
Requisition ID:  352455

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 Indiana Department of Administration (IDOA):

IDOA centrally manages activities relating to state purchasing, the vehicle fleet, state travel, real estate leases, property disposition, and the Government Center Campus, among others. In addition to agency support, the department provides assistance to minority, women, and veteran business enterprises interested in state contracting opportunities. Through its activities, IDOA helps to ensure the smooth function of state government, finding efficient and effective solutions to government-wide needs. 

The salary for this position traditionally starts at $30,082 per year.

About the Job:

The Program Coordinator provides administrative support to Department and/or the Director.  The Coordinator also overseeing the administrative flow of plated assets for the State of Indiana, the registering of State vehicles, the sale of State vehicles, and the preparation of the monthly Inter-Departmental Bill’s (ID Bill’s) for services performed by Fleet Service Shop operations.  The Coordinator will have an active role in maintaining the State of Indiana Vehicle Inventory and operating the Bureau of Motor Vehicles computer system.

A Day in the Life:

The essential functions of this role are as follows: 

  • Own and execute the assignment of commission numbers, plates, registrations, and titles for State of Indiana newly purchased State-owned assets through the use of the STARS BMV system.
  • Coordinate with state agencies for the addition and removal of vehicles and equipment from the vehicle inventory.
  • Receive, verify, and complete paperwork from dealerships for new and used vehicles.
  • Receive and process PATH forms for state-owned vehicles.
  • Process and track Surplus forms for disposal of state-owned vehicles.
  • Maintain state vehicle inventory for ~9,700 vehicles through state fleet management system.
  • Coordinate with agencies to order WEX-cards for new/reassigned vehicles.
  • Communicate with agencies for new vehicle deliveries.
  • Activate assets in M5 upon delivery to/pickup by agencies.
  • Answer inquiries from the public, local units of government, and state facilities concerning fleet policies and procedures.
  • Maintain accounting chart fields in M5 as necessary to reflect operating agencies.
  • Oversee and prepare the Monthly I.D. Bills for state agencies.
  • Own and execute the disposal and surplus sale process for all state-owned vehicle's being removed from the fleet.  This includes online sales and INDOT live auction sales of vehicles, equipment, and supplies.
  • Prepare and track deposits of surplus sales and insurance proceeds.  
  • Contact agencies and coordinate arrangements for vehicle viewing/pickup, for those vehicles sold at offsite locations.
  • Prepare vehicles titles and sales receipts associated with all State vehicle surplus sales.
  • Assist state agencies with questions related with data entry in to M5 Fleet System, and perform administrative functions as required when regular system Administrator is not available.
  • Own and track the Fleet Service rental car process to included check in/out process. 
  • Execute 24-hour motor pool gate access requests by agencies. 
  • Special projects associated with or effecting the entire state fleet of ~9,700 vehicles.
  • Maintain office supply inventory and order supplies as needed.

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:

This person must have the following requirements to be considered for employment: 

  • Thorough knowledge of the operations of automotive fleets & fleet management programs.
  • Thorough knowledge of the rules and regulations pertaining to State travel.
  • Professional customer service skills.
  • Knowledge of State accounting manual and methods.
  • Knowledge of computers and programs (Peoplesoft, Microsoft Office, Outlook, State intranet and  internet).
  • Ability to operate multi line telephone, voicemail, fax and copy machine and BMV computer system (STARS). 
  • Must have good organizational skills.
  • Must maintain a good working relationship with others and have the ability to be professional with all State agency contacts and the general public.
  • Must have strong written and oral communication skills.
  • Must have a valid Indiana Driver’s License.
  • High School Diploma or GED.
  • Ability to perform 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.


Current Employee? Click here to apply.

Nearest Major Market: Indianapolis