Administrative Assistant

Administrative Assistant

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 (INDOT): 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

A day in the life of INDOT Testing Admin is dynamic, balancing field work, laboratory testing, and documentation to ensure construction materials meet state standards. The essential functions of this role are as follows:

• Answering inquiries and questions from Construction staff regarding contact info, general phone calls and visitors to the Testing building
• Ordering office supplies and submitting Maintenance requests for any facility related issues
• Making changes to contract documents during construction to so they accurately match what was utilized in the field and allow timely completion by construction staff
• Reviewing test reports, verifying compliance, and ensuring documentation is correct and entered in AASHTOWare/SiteManager to support Contract Closeout

Location: This position is with INDOT's Seymour District.

Salary: The salary for this position traditionally starts at $31,668.00 but may be commensurate with education and work experience.

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

Individuals in this role should minimally be able to articulate or demonstrate the following:

• 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

A degree is not required. However, a High School Diploma or High School Equivalent (HSE) and at least 3 years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered. Individuals should have the 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 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
• 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.