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Administrative Assistant

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  • Job
    Full-time
    Mid Level
  • Indianapolis

Requirements

  • - High School Diploma or equivalent
  • - at least 4 years of full time professional experience in administrative support, business administration, program support, public administration, or related experience.
  • - Related certifications and coursework may be considered for education or experience.
  • - Specialized knowledge of the basic principles and theories of administrative management
  • - 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)
  • - Familiarity with SharePoint and Adobe software preferred
  • - Ability to analyze procedures and policies and write procedural manuals and recommend improvements
  • - Ability to maintain cooperative work relationships

Responsibilities

  • Works as a professional staff assistant within a state agency or organization performing multiple administrative tasks.
  • Prepares and maintains procedural manual for agency functions.
  • Reviews policies, plans and procedures for administrative soundness.
  • Answers inquiries from the public concerning policy and procedures in assigned area.
  • Makes recommendations to administrator about procedures and methods to improve efficiency and effectiveness.
  • Monitors and documents activity occurring in their respective department to ensure compliance with applicable federal, state, and local rules and regulations.
  • In-processing new applications into the Air Permits Tracking system with a high degree of accuracy.
  • Master File Administrator for Air Permits Tracking Database, which includes updating and maintaining certain information in the database.
  • Coordinating with staff assigned to scan applications to ensure that new applications are indexed for VFC.
  • Locking/reconciling approximately 10% of documents to Master File.

FAQs

What is the typical starting salary for the Administrative Assistant position?

The typical starting salary for this position traditionally starts at $34,216.00 but may be commensurate with education or work experience.

What educational qualifications are required for this role?

The ideal candidate should minimally have a High School Diploma or equivalent, along with at least 4 years of full-time professional experience in administrative support, business administration, program support, public administration, or related experience.

What key skills are needed for success in this position?

Important skills for success in this role include effective written and verbal communication, attention to detail, organizational skills, ability to multitask, proficiency in Microsoft Office Suite, and the ability to analyze procedures and policies.

Is there any mention of supervisory responsibilities?

Yes, this role may be utilized in a supervisory capacity based on agency needs.

What types of benefits are offered to full-time employees?

The State of Indiana offers a comprehensive benefits package that includes medical, dental, and vision plans, wellness rewards, flexible work scheduling options, retirement plans, paid leave policies, education reimbursement, and more.

Does the job description list specific duties for the role?

Yes, the essential functions of the role include administrative tasks, maintaining procedural manuals, answering public inquiries, ensuring compliance, and processing applications in the Air Permits Tracking system.

What accommodations are available for individuals with disabilities during the application process?

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 the role.

Does the State of Indiana promote diversity and inclusion in the workplace?

Yes, the State of Indiana makes it a goal to create a welcoming, accessible, and equitable workplace with a workforce that is representative of Indiana's population.

Do employees get paid time off, and how is it structured?

Yes, employees receive a comprehensive program of leave policies covering various needs, including a combined 180 hours of paid vacation, personal, and sick leave time off, along with 12 paid holidays.

Is there support for professional development within the State of Indiana employment?

Yes, there is an Education Reimbursement Program and free access to LinkedIn Learning to support employee professional development.

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