Constituent Services Associate

Constituent Services Associate

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.

The Secretary of State focuses on unqualified integrity and accuracy in our elections, consistent and principled regulatory methods, ceaseless protection of Hoosier investors, and the most efficient use of taxpayer resources. The Secretary of State is one of five constitutional offices originally designated in Indiana's State Constitution of 1816. Currently, we charter new businesses, regulate the securities industry, oversee state elections, commission notaries public, register trademarks, and license vehicle dealerships.

Role Overview

The Constituent Services Associate answers constituent emails, maintains email templates for office use, and receives and processes business services filings sent to the office. You will be a subject matter expert in filing requirements, filing procedures, and state forms related to all Business Services filings. You will also train new coworkers and support other departments when needed. This role requires that you are able to provide consistent and accurate information, maintain a professional presence, and discern when to advance a matter to senior management. We are seeking someone who is highly organized, exhibits strong written and verbal skills, and can manage multiple tasks simultaneously.

Salary: This position traditionally starts at an annual salary of $48,000 - $55,000, but may be commensurate with education and job experience. Use our Compensation Calculator to view the total compensation package.

A Day in the Life

Responsibilities include:

• Ensure constituent emails are responded to accurately within the predetermined deadline.
• Assist with Knowledge Article Management (creation, review, and approval of email templates).
• Assist with maintaining web content.
• Assist with creating manuals with step-by-step instructions for constituents or staff.
• Assist with research and implementation of system upgrades.
• Prepare PowerPoint presentations and Excel spreadsheets.
• Processes Tier III escalations involving higher-level concerns.
• Communicate with partner agencies for customer resolution.
• Report and troubleshoot technical issues.
• Attend various meetings in person and virtually.
• Create and process work orders.
• Serve as a Front Desk Clerk, answering constituent inquiries and providing transaction assistance.

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

Preferred qualifications: Bachelor's degree or demonstrated experience equal to competencies of a bachelor's degree. Bilingual. Additional qualifications: Ability to follow, improve, and document processes. Strong communication and organization skills. Strong writing skills. Ability to communicate by email and phone. Willingness to learn custom computer applications. Excellent skills in Microsoft Office 365 (Word, Excel, Outlook, Copilot). Strong problem-solving skills. Focus on detail. Self-motivation. Friendly, helpful, and professional, and excited team member. Ability to perform essential functions with or without reasonable accommodation.

Supervisory Responsibilities/Direct Reports: This role may be utilized in a supervisory capacity based on agency needs.

Benefits of Employment with the State of Indiana

The State of Indiana offers a comprehensive benefits package for full-time employees that 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
• 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 in 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.