Administrative Assistant 5

Administrative Assistant 5

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.

Role Overview :

As an Administrative Assistant in the Air Permits Branch, the person in this position will plan, organize, and perform a variety of administrative activities related to air permitting.

Essential Job 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.

Preferred Experience :

Extensive experience with Microsoft Office, including Word, Excel, and Outlook. Familiarity with Adobe DC. Familiarity with SharePoint. Familiarity with IDEM Virtual File Cabinet. Familiarity with IDEM TEMPO Tracking system.

Requirements :

Ability to navigate through several electronic systems and coordinate with technical staff to process each permit. Ability to plan and prioritize work. Ability to complete work by assigned deadlines. Ability to read and follow detailed written procedures.

Salary Statement :

The salary for this position traditionally starts at $31,668.00 but may be commensurate with education or 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.

What You'll Need for Success :

The ideal candidate in this role should minimally have a

High School Diploma or equivalent

3 years full time experience performing administrative support, bookkeeping, office management, or related experience.

Related certifications and coursework may be considered for education or 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 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. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.