Administrative Assistant
La Porte, IN, US, 46350
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 Indiana Department of Transportation:
The Indiana Department of Transportation (INDOT) provides a dynamic workplace that serves Indiana citizens, improves our state’s quality of life, and enhances its economic opportunity. INDOT has a number of innovative programs and projects, including Public-Private Partnerships, Green Initiatives, and cutting-edge uses of materials and assets. As part of the State of Indiana, INDOT offers a competitive total compensation package, as well as outstanding work/life balance. Whether you are an established professional in the transportation field or just starting your career, INDOT has exciting and challenging opportunities for you.
Role Overview:
The Administrative Assistant serves as Testing Contract Coordinator by coordinating timely and accurate completion of contract material records for certification, in compliance with Federal Highway Administration (FHWA) guidelines.
Top 3 Functions:
- Reviews and audits all material record paperwork, electronic records, and documentation for accuracy to ensure specifications are met.
- Assists consultants, contractors, and construction professionals in their compilation of necessary material record data for final contract certification.
- Ensures all contract Failed Materials have been resolved. Uploads and attaches Failed Material Adjudication Letter in AASHTOWare Project (AWP), a software system used for material management within INDOT.
Top 3 Skills:
- Knowledge of theories of management, principles of organization, and administrative procedures to evaluate materials certification programs.
- Ability to research and identify problems, determine accuracy and relevance of information, and use of sound judgment to generate/evaluate alternatives.
- Ability to work both independently and in a group decision-making process.
Salary:
This position traditionally starts at an annual salary of $31,668.00. Salary for this position may be commensurate with education and job experience.
Location:
This position is located in INDOT’s LaPorte District, Testing Department.
A Day in the Life:
The essential functions of this role are as follows:
- Provides a wide range of administrative assistance to a department or division of a state agency.
- Acts as liaison between program or department administration, state agencies, and interested parties.
- Provides routine policy interpretation and related decisions to interested parties.
- Researches and prepares various reports for supervisor.
- Prepares and processes correspondence and verbally communicates with the public or other agency representatives. Directs incoming correspondence to the appropriate individual.
- Reviews and inspects incoming documents for accuracy, completeness, and to ensure compliance with applicable federal, state, and local rules and regulations. Obtains necessary approvals if needed.
- Provides technical guidance and composes manuals for agency personnel.
- Coordinates clerical and administrative functions.
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 ideal candidate in this role should minimally have a
- High School Diploma or equivalent
- 3 years full time experience performing administrative support, bookkeeping, office management, or related experience.
Related certifications and coursework may be considered for education or experience:
- General knowledge of office administrative functions, theories, and principles.
- Working knowledge of research techniques and report composition.
- Working knowledge of functions of other departments and agencies and their impact on the department.
- Effective written and verbal communication skills.
- Attention to detail and proofreading skills.
- Organizational skills with the ability to prioritize tasks effectively and multitask.
- Ability to use Microsoft Office Suite (Word, Excel, Outlook).
- Ability to analyze procedures and policies and writes procedural manuals to recommend improvements.
- Ability to coordinate the work of the section staff.
- 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
- Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities
- 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: Michigan City
