Administrative Assistant

Work for Indiana 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. Indiana Department of Environmental Management (IDEM):Our mission is to implement federal and state regulations to protect human health and the environment while allowing the environmentally sound operations of industrial, agricultural, commercial, and governmental activities vital to a prosperous economy. We issue air, water, and solid and hazardous waste permits that restrict discharges to environmentally safe levels. Staff members inspect and monitor regulated entities; provide compliance and technical assistance; monitor and assess air, land, and water quality; use enforcement actions as necessary to ensure compliance; and respond to incidents involving spills to soil or waters of the state. Use our Compensation Calculator to view the total compensation package. Role Overview: The Petroleum Remediation Section Administrative Assistant plays a pivotal part in all administrative tasks related to the section. With a large team there is a large volume of documents the are both inbound & outbound, this role plays a critical role in managing those documents. This includes data entry into the ULCERS system utilized by the section, uploading documents into the Virtual Filing Cabinet, and EPIC as necessary. As the Petroleum Remediation Section's Administrative Assistant you will work with a team of twelve project managers who manage sites related to petroleum remediation across the state of Indiana. Communicating with both internal and external parties frequently as the needs of the section require.Organization: This is pivotal in this role. This position handles a large volume of documents and the section relies on this position to route the documents properlyInterpersonal Skills: As this position interacts with both internal & external parties, this position requires a personable individualAccountability: Dependable and detail-oriented to ensure timely completion of tasks Detail Oriented In summary, this position provides support by reviewing documents for grammar, taking notes for staff meetings, answering phone calls, and assisting other administrative assistants within the Office of Land Quality. Salary:The salary for this position traditionally starts at $34,216.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package. Position Title Petroleum Remediation Administrative Assistant A Day in the Life: The essential functions of this role are as follows: Works as a professional staff assistant within a state agency or organization performing multiple administrative tasks.Researches and prepares various reports on agency programs and/or procedures.Prepares and maintains procedural manual for agency functions.Reviews policies, plans and procedures for administrative soundness.Coordinates the work of various sections of the agency or department.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.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. Detailed Job Description Duties and responsibilities includeDocument management - Importing and indexing documents in the agency Virtual File Cabinet (VFC) including importing, scanning, and redactionReporting and Tracking - Entering information into Agency databases such as LUST Access Workload Tracking, EPIC and ULCERS in addition to generating customized reportsDocument Review - Review and prep project manager and section chief letters for proper style and grammar prior to sendingInitial Incident Coordinator - Perform and document duties associated with Initial Incident Tracking for LUST, ICP, and Petro Sites. Drafts initial correspondence and documents release reports in VFC, ULCERS, and EPICCreating and managing staff meeting notes - Draft and modify staff meeting notes as well as distribute and manage recordsCreates and manages agendas, travel plans, and appointments for the section chiefGeneral support to project management staff and the section chiefBranch AA Backup - Provides backup for other Petroleum Branch administrative assistants to ensure that branch goals are metWhat You'll Need for Success: Individuals in this role should minimally be able to articulate or demonstrate the following:Specialized knowledge of the basic principles and theories of administrative management.Working knowledge of research techniques and report composition.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 write procedural manuals and recommend improvements.Ability to coordinate the work of 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 4 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 plansWellness Rewards Program: Complete wellness activities to earn gift card rewardsHealth savings account, which includes bi-weekly state contributionDeferred compensation 457(b) account (similar to 401(k) plan) with employer matchTwo (2) fully-funded pension plan optionsA 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 mothersUp to 15 hours of paid community service leaveCombined 180 hours of paid vacation, personal, and sick leave time off12 paid holidays, 14 on election yearsEducation Reimbursement ProgramGroup life insuranceReferral Bonus programEmployee assistance program that allows for covered behavioral health visitsQualified employer for the Public Service Loan Forgiveness ProgramFree Parking for most positionsFree 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. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at View email address on click.appcast.io.