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Sr. Administrative Assistant

Date Posted:  Jun 1, 2022
Requisition ID:  284349

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. We are proud to be an equal opportunity employer.


About the Indiana Department of Revenue:
The Indiana Department of Revenue Customer Service Department is responsible for providing service and support to Indiana Tax paying customers. This is a fabulous opportunity to join a team that has been named as an IndyStar Top WORK Places  three straight years - 2019, 2020 & 2021, and where we learn, have fun, and are committed to providing Best in Class Customer Service.



Salary for this position is commensurate with experience and education.


About the Job:

As Senior Administrative Assistant you will provide primary administrative support to the Indiana Department of Revenue's Legal Operations, Appeals, Litigation, and Legal Services’ team members as well as occasional indirect support for the Policy Team and Commissioner’s Office. In doing so, the you will perform analytical, technical, and administrative support on behalf of the Legal Operations, Appeals, and Litigation teams. The position requires extensive knowledge of state and federal tax law and procedures related to the enforcement of tax laws within the state of Indiana.  

You will have final responsibility for reviewing and assuring that documents prepared by the Appeals Section are accurate and free of proof-reading and substantive errors. In addition, the incumbent has responsibility for the preparation of documents intended for publication in the Indiana Register.

You will serves as a liaison with the Associate General Counsel of Litigation and ensures litigation case and settlement case information is updated accordingly. Maintains the performance records necessary to prepare the periodic written reports which track protest cases assigned to Legal Division team members. 

You will also maintains the performance records necessary to prepare the periodic reports which track protest cases assigned to team members. 

You are responsible for ordering, inventorying, maintaining, and distributing supplies and office equipment. Incumbent is also responsible for monitoring the Legal Division’s budgetary expenses and preparing accurate, periodic expense reports. The position requires knowledge of Peoplesoft and Indiana’s Requisition and Procurement process. 


A Day in the Life:

The essential functions of this role are as follows:

  • Prepares Legal Division's monthly and weekly protest, litigation, and settlement case reports; prepares Legal Division's statistical reports, work papers, and spreadsheets.
  • Maintains, records, and distributes Legal Division's performance records.
  • Manages and maintains all case information for matters before the Indiana Tax Court.
  • Assists with internal protest correspondence review and adding new protest cases and especially as related to Litigation cases, maintains existing cases, and assists with closing cases.
  • Provides information and updates to the Legal Division’s management and DOR leadership on cases before the Indiana Tax Court.
  • Responsible for records retention for the Legal Division. This includes, but is not limited to, records management and coordinating transfer of records and following procedures and retention schedules as determined by Indiana Archives and Records Administration (IARA).
  • Responds to routine DOR equipment inventory record requests.
  • Orders, inventories, and/or distributes office supplies, equipment, and copier supplies for the Legal Division, Commissioner’s Office, and HR.
  • Reviews and obtains approval for the Legal Division's, Commissioner’s, and HR’s budget expenses (West-Thompson, Ricoh, Westlaw). Work involves working with Office Depot, Peoplesoft Requisition, and “eProcurement.” 
  • Obtains information and materials for the Legal Library; assists in upkeep of that library.
  • Manages Legal Division's travel arrangements and submits out-of-state travel requests, training and conference requests, and other paperwork; processes travel reimbursements.
  • Reserves vehicles for travel as requested by Legal Division staff members.
  • Provides excellent customer service to customers by phone, email and in person. Serves as phone backup for Legal and Commissioner’s phone lines.
  • Proofreads Legal Division's published and unpublished documents such as appeals’ final determinations, draft settlement agreements, correspondence, and policy bulletins.
  • Manages and indexes documents saved to Filesite/iManage; responsible for reviewing and then forwarding public documents to the Indiana Register.
  • Manages Legal and the DOR’s attorneys’ individual and collective annual CLE budget. Responsible for processing CLE reimbursements.
  • Monitors Tax Court’s docket. Copies, records, and distributes DOR case additions to that docket.
  • Responsible for both routine and out-of-the ordinary facility and maintenance requests.
  • Conducts a preliminary review of foreclosure documents.
  • Serves as a back-up to the receptionist for the Legal Division and Commissioner’s Office.
  • Basic knowledge of Microsoft Word, PowerPoint, Excel, Teams, etc.
  • Evaluates and improves office program administrative processes.
  • Identifies, investigates, and solves procedural problems; makes practical recommendations to improve procedure efficiency and effectiveness.
  • As needed, the incumbent serves as a backup for the Legal Division's incoming call gate in responding to taxpayer phone and emailed inquiries. 
  • Performs detailed sort of incoming mail received in the Legal Division, determining proper destination for resolution.  
  • Performs related duties as assigned.

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:

  • Six (6) years work experience in administrative support; business administration; program support; public administration; or accredited college training in a related field.
  • Para-legal background is preferred but not required.
  • Should have a minimum of at least a high school diploma with, experience in bookkeeping and accounting preferred.
  • Must possess or have the capacity to quickly develop broad knowledge of the Department’s Integrated Tax System (ITS), Returns Processing System (RPS), DORSTOR, Protest Litigation Bankruptcy Tracking (PLB) system, and the DW BI Dashboard. 
  • Should be able to work well independently as well as in a group. 
  • Must have excellent customer service skills.
  • Ability to communicate effectively both orally and in writing.
  • Ability to remain professional and respond diplomatically when dealing with the public.
  • Ability to apply and understand ethics and confidentiality laws.

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.  Reasonable accommodations may be made to enable individuals with disabilities to interview and to perform the essential functions of this role.


Current Employee? Click here to apply.

Nearest Major Market: Indianapolis