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Staff Assistant for Drug Prevention, Treatment, and Enforcement

Date Posted:  Jan 12, 2022
Requisition ID:  304001
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. We are proud to be an equal opportunity employer.

 

Salary: 

This position's salary is commensurate with experience and/or education.

About the Job:

This position serves as Staff Assistant for the Drug Prevention, Treatment & Enforcement team in the Governor’s Office. The position is responsible for scheduling, logistics, travel, administrative support, communications support, and other duties as assigned to facilitate the Governor’s and Executive Director’s mission, vision, and values while supporting the office’s strategy, culture, and key initiatives. This position reports to the Executive Director for Drug Prevention Treatment & Enforcement.

A Day in the Life:

Scheduling/logistics: 

  • Utilizing strong organizational skills, acts as a liaison, handling incoming scheduling requests for the Executive Director, keeping the calendar up-to-date and confirming details.
  • Schedules meetings or events as necessary and/or as requested by the Executive Director.
  • Responsible for assisting with all aspects of coordinating commission meetings and other events: managing logistics (scheduling the room, audio equipment, preparing PowerPoints and printed materials, etc.).

 

Travel/logistics: 

  • Coordinating and planning travel logistics for the Executive Director
  • Accompanying, driving, and staffing the Executive Director at events and meetings as needed;
  • Taking photos for office social media.

 

Administrative support:

  • Attends meetings, events and participates in calls as requested by the Executive Director, taking detailed notes during events, meetings and conference calls, and noting action items.
  • Writes briefings, emails, letters, thank you notes, memos, commission meeting agendas and minutes. 
  • Monitors current, newly adopted, and proposed legislation, rules and regulations and disseminates information to appropriate divisions.
  • Works collaboratively with subject matter experts, agency personnel, and external stakeholders to obtain accurate and timely information; prepares and updates reports.
  • Monitors agency’s annual budget.
  • Assists in the development of agency’s progress report.
  • Acts as a constituent services liaison, including answering and returning calls and correspondence.
  • Communications support: 
  • Assists in the preparation of news releases, media advisories, guest editorials, speeches, talking points, briefing materials, PowerPoint presentations and letters to communicate information, initiatives, and policies to key stakeholder groups, including media, legislators, and other partners.
  • Maintains media clips and other media records, providing daily tracking and analysis of media coverage.
  • Travels as required, taking photos and posting social media content.
  • Coordinate the development and regular distribution of newsletters, internet, and social media platforms and websites. 
  • Assists in managing DPTE’s social media platforms and website, utilizing website editing software; creating and editing online content; making updates to website.
  • Designs and creates handouts, social media graphics and other digital or print materials.
  • Develops and manages content for internal and external audiences including digital and social content. 
  • Assists in development and implementation of agency marketing/communications strategies including statewide public awareness/advertising campaigns.
  • Performs other related duties as required.

What You'll Need for Success:

  • Bachelor’s degree, preferably in a field related to public policy, political science, public affairs or communications.
  • Knowledge of state government administrative structure.
  • Strong ability to research complex topics including gathering and processing information independently.
  • Working knowledge of Microsoft Outlook, Microsoft Word and Microsoft Excel and ability to compile and edit documents and reports.
  • Strong oral and written communications skills, strong writing, editing, and proof-reading skills.
  • Valid driver’s license with the ability to drive safely and travel as needed.
  • Ability to effectively drive and manage multiple projects and tasks and meet deadlines in a fast-paced work environment
  • Strong organizational skills, meticulous, and ability to multi-task.
  • Ability to coordinate work flow, in order to effectively monitor the status of constituent inquiries as well as other communications projects to meet deadlines.
  • Ability to work independently and effectively prioritize various projects and assignments.
  • Ability to establish and maintain effective working relationships with various internal clients and stakeholders and media members.
  • Ability to maintain confidentiality.

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