Administrative Associate

WELCOME TO INDIANAPOLIS PUBLIC SCHOOLS! Indianapolis Public Schools (IPS) is a student-focused, innovative educational organization committed to academic excellence. Our mission is to empower and educate all students to think critically, creatively, and responsibly, to embrace diversity, and to pursue their dreams with a purpose. Led by forward-thinking leadership and a commitment to prioritizing students, racial equity, and authentic engagement, we provide a challenging but rewarding environment for those passionate about the Indianapolis community. In return, no matter your role here, we expect a commitment to excellence and accountability. You’ll be held to high standards. Resilience and passion are key—you must be adaptable, handling adversity with flexibility while putting students at the heart of everything you do. Ethical conduct, clear communication, and mutual respect are fundamental. Being a dependable, collaborative team player who builds meaningful relationships is essential. Together, we are Proving What’s Possible by building a community where everyone belongs and each student has the opportunity to fulfill their potential. A Career in IPS Offers… Purpose and Impact: Essential Contributions: In every non‑teaching and non‑leadership role, your work directly supports the success of IPS students and schools. Whether you’re maintaining facilities, providing student services, or managing administrative operations, you play a key part in ensuring an equitable and high-quality educational environment. Belonging and Community: IPS is a place where every employee is valued. You’ll join a supportive community that promotes respect, teamwork, and a shared commitment to serving students and families. Professional and Personal Growth: Training and Development Opportunities: IPS offers a variety of training programs to help staff build new skills and grow professionally. This includes access to development opportunities for administrative, technical, and operational roles, as well as pathways to becoming a certified teacher. Skill Enhancement: Whether you’re new to your role or seeking to deepen your expertise, IPS provides resources and support for continuous improvement. Comprehensive Compensation and Benefits: Fair Compensation: IPS ensures competitive wages and regularly reviews pay structures to maintain equity. Extensive Benefits Package: Employees enjoy comprehensive health coverage, dental and vision plans, life insurance, disability insurance, and retirement plans. Additional financial benefits include flexible spending accounts and eligibility for federal loan forgiveness programs. Work‑Life Balance and Well‑Being: Generous Leave Policies: IPS offers vacation, personal, and sick leave, along with paid holidays. Twelve‑month employees benefit from floating holidays, and unused personal leave rolls into the sick leave balance. Wellness Programs: IPS prioritizes staff well‑being with access to wellness initiatives, including health screenings and an employee assistance program for confidential support and counseling. What We Expect: Professionalism and Reliability: Every role at IPS is vital to the district’s success. We expect staff to demonstrate professionalism, dependability, and a commitment to providing excellent service to students, educators, and families. Collaboration and Communication: IPS values teamwork. Working collaboratively with your colleagues ensures a supportive environment for all. Clear communication and mutual respect are key to maintaining this culture. Flexibility and Problem‑Solving: As a large, dynamic district, IPS needs staff who are adaptable and proactive in solving problems to meet the ever‑changing needs of students and schools. JOIN US! Indianapolis Public Schools is more than a workplace; it’s a community where purpose, impact, and belonging come together to help Prove What’s Possible – in your career and in your school. If you’re ready to embrace challenges, strive for excellence, and make a meaningful impact, IPS is the place for you. WHO WE ARE: Indianapolis Public Schools (IPS) is a student‑focused, innovative educational organization committed to academic excellence. Our mission is to empower and educate all students to think critically, creatively, and responsibly, to embrace diversity, and to pursue their dreams with a purpose. We are a family of excellent public schools in which every student has the opportunity to succeed and the power to create their own future. Led by forward‑thinking leadership and our commitment to prioritizing students, racial equity, and authentic engagement with our families, team members, and communities, our staff have diverse opportunities to develop their careers in a challenging but rewarding environment. We are an organization for people who are passionate about education and who are committed to the Indianapolis community. SUMMARY OF OPPORTUNITY: We are seeking an administrative associate who will be responsible for supporting HR staffing functions. You will have the opportunity to impact student success by providing excellent customer service and support to our employees, supervisors, and stakeholders. Under supervision of the Senior Staffing Manager, you will perform a variety of administrative tasks to assure the efficient operation of badging for new hires, existing employees, and contractors. As a member of team IPS, you will receive excellent benefits, opportunities to grow within your role and the organization, and collaborative and supportive colleagues who put students first. WHAT YOU’LL DO: The following outlines what your core duties and responsibilities will be for this position and provides a sample overview of what your day‑to‑day may look like. Core Duties and Responsibilities: Issue replacement ID badges and building access for employees and contractors. Support Senior Manager with day‑to‑day HR staffing related tasks. Process employee separations. Maintain the tracking sheet and scheduling calendar for orientation and badge change requests. Act as an initial HR point of contact for badging, greeting customers, answering phone calls and emails. Independently resolve employee concerns whenever feasible. Complete I9 E‑Verify in the Equifax system and maintain and organize I9 related documents in employee personnel files. Assist with routine audits and provide reports as needed. Other duties as assigned. “Day In the Life” Overview On a regular day, as the Administrative Associate, you might: Issue ID badges to stakeholders (new hires, employees, contractors). Complete E‑Verify verification for new hires. Troubleshoot issues related to ID badges and building access. Greet visitors, answer and direct phone calls in a professional manner. Respond to and written inquiries. Trouble shoot HR badge related concerns. WHAT YOU’LL BRING: SKILLS AND MINDSETS: As an ideal candidate for this role, you will be able to achieve the following: High levels of respect and integrity for cultural differences while exhibiting strong ethics to support IPS’s mission and values. Identify and resolve problems both independently and as part of a team. Ability to adapt to change. Excellent customer service with the capability to manage difficult or emotional customer situations. Follow through on deadlines and meet commitments. Aptitude for effectively communicating using both oral and written approaches. Strong knowledge of Microsoft Office Suite and ability to learn internal systems. Strong organizational skills and the ability to follow instructions. Ability to maintain confidentiality and discretion in all circumstances. EDUCATION, CERTIFICATION, AND LICENSURE REQUIREMENTS: High School diploma or GED equivalent with 4‑5 years successful, verifiable clerical experience. Associate’s degree (A.A.) or equivalent from two‑year college or technical school (preferred). FLSA CLASSIFICATION: Non‑Exempt. ELIGIBILITY FOR REMOTE WORK: Eligible per supervisor’s discretion. PHYSICAL REQUIREMENTS: The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions. While performing the duties of this job, the individual is regularly required to use hands to finger, handle, or feel; talk or hear. The individual frequently is required to stand and walk. The individual is occasionally required to sit; reach with hands and arms; and stoop, kneel, crouch, or crawl. The individual must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. EEOC STATEMENT: Indianapolis Public Schools, in accordance with its nondiscrimination policies, will not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, pregnancy, veteran or military status, genetic information, sexual orientation, gender identity or expression, marital status, familial status, domestic violence victim status, homelessness or any other legally recognized protected basis under federal, state or local laws, regulations, or ordinances. Indianapolis Public Schools does not tolerate any form of retaliation or bias‑based intimidation, threat, or harassment that demeans individuals’ dignity or interferes with their ability to learn or work. DISCLAIMER: Essential functions, as defined under the Americans with Disabilities Act, may include any of the above representative duties, knowledge, and skills. This job description is illustrative only and is not a comprehensive list of all essential functions and duties performed by the occupant of this position. Factors such as regular and punctual attendance are not routinely listed in job descriptions but are an essential function. #J-18808-Ljbffr