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Clerical Assistant

Date Posted:  Aug 5, 2022
Requisition ID:  341323

Muncie, IN, US, 47305


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 Family & Social Services Administration (FSSA): 

The Division of Disability and Rehabilitative Services manages the delivery of services to children and adults with intellectual and developmental disabilities and has two overarching responsibilities: to facilitate partnerships that enhance the quality of life for children and adults with physical and cognitive disabilities; and to provide them with continuous, life-long support. 

The Bureau of Developmental Disabilities Services provides services for individuals with developmental disabilities that enable them to live as independently as possible in their communities. BDDS assists individuals in receiving community supports and residential services using a person-centered plan to help determine which services are needed and who can best provide them. BDDS also monitors the quality of care and the facilities of those who are approved to provide these services in Indiana. 


Salary:   The annual minimum starting salary for this position is $ 25,766.00.   


Next Level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below.


About the Job:

The Clerical Assistant provides technical support functions within a state agency and works with a high degree of independence requiring technical knowledge of agency rules, regulations and general services.  The Clerical Assistant provides assistance and support to the BDDS' District field office personnel and to individuals interacting with the Bureau (consumers, families, service providers and other community agencies.)

A Day in the Life:

The essential functions of this role are as follows: 

1.  Telephone and Reception:
•    Provide assistance to walk-in clients and provide general information and accessibility to new applications and other requested documentation as needed.
•    Operate the central telephone system
•    Assist callers with the use of the online BDDS Waiting List portal
2.  Maintain Client Information:
•    Process all new incoming applications, document on the application tracking log, and ensure proper filing and uploading of all incoming documentation within one day of receiving application.
•    Document all intakes on the intake tracking log, process and upload files accordingly into the online database, and file records per record retention policies. Secretary will also enter new applications into DART per each individual’s file.
3.  General Administrative Duties
•    Operate, provide daily maintenance, and troubleshoot any minor problems with all office equipment and assist others as needed.  
•     Utilize the electronic internal requisition system to ensure payment for supplies and services; maintain inventories as appropriate.
•     Manager mail handling processes as directed.
•     Mail application packets to consumers/families within one business day of receiving client information.
•     Maintain all file systems. 


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 with or without notice. 

What You'll Need for Success:

You must meet the following requirements to be considered for employment: 

Two (2) years clerical or related work experience or accredited college training in a related field.
•    High school diploma or equivalent required; college background is preferred. 
•    Minimal 1-2 years’ experience in an office setting, background in Medicare/Medicaid preferred
•    Flexibility in working with different personalities
•    Specialized knowledge of the procedures involved in applying policies, programs and activities of the department as well as working knowledge of other related agency programs and other departments within same agency;
•    Specialized knowledge of available records and resource material and an ability to trace required information;
•    Practical knowledge of office organization, accepted clerical procedures and management of bookkeeping or record keeping system;
•    Specialized knowledge of rules and regulations affecting the work;
•    Basic knowledge of computer procedures;
•    Ability to compose technically accurate correspondence and reports using correct grammar, spelling and punctuation;
•    Ability to work independently in solving problems, ensuring compliance with regulations, ensuring smooth work flow and generating required work as appropriate;
•    Ability to work under pressure and to practice diplomacy, tact and courtesy;
•    Ability to attend to detail and maintain accuracy and confidentiality;
•    Ability to read resource material, extract appropriate information and apply as needed.

Supervisory Responsibilities/Direct Reports:

This role may serve as a team lead for an assigned work group.

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 program (offers premium discount for the medical plan and gift cards);
  • 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 457B account (similar to 401k 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;
    • 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


Current Employee? Click here to apply.

Nearest Major Market: Muncie
Nearest Secondary Market: Anderson