State of Indiana · 1 week ago
Administrative Assistant 5
Indianapolis, IN
Full-time
Onsite
Mid Level
3+ years expThe State of Indiana is one of the largest employers in the state, offering a range of opportunities across various agencies. They are seeking an Administrative Assistant for the Indiana Department Of Environmental Management (IDEM) to perform a variety of administrative activities related to air permitting, including document management and database maintenance.
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Responsibilities
Plan, organize, and perform a variety of administrative activities related to air approvals, including notifying internal and external parties of draft, proposed, and final permit actions according to established Standard Operating Procedures
Convert assigned documents from various electronic formats to PDF format
Enter a wide variety of information into Air Permits Tracking Database
Coordinate with staff to post Legal Notices to IDEM website
Maintain Database for Permits Notification List
Retrieve documents out of Sharepoint, copy them to the appropriate areas, and complete tasks following Sharepoint protocols
Make electronic documents available to the public using several repositories, which include: Virtual File Cabinet, Internet, SharePoint, Shared drive
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
Qualification
Required
High School Diploma or equivalent
3 years full time experience performing administrative support, bookkeeping, office management, or related experience
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
Able to perform essential functions with or without reasonable accommodation
Benefits
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
Company
State of Indiana
State of Indiana is the government website that provides information, services, news, and events related to Indiana.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Pamella Cook
Chief Financial Officer
Annie Frischkorn
Senior Human Resources Business Partner
Recent News
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