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 Family & Social Services Administration :

The Division of Family Resources reviews applications and approves eligibility for Medicaid, the Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance for Needy Families (TANF), and childcare. We also offer training services to some SNAP and TANF recipients. We operate offices in all 92 counties.

Role Overview :

This role provides a wide range of administrative assistance to the Regional Manager and other leadership in Region 9. This role is public-facing, interacting with the public or other agency representatives daily. The ideal candidate for this role should minimally have a High School Diploma or equivalent plus three years full time experience performing administrative support, bookkeeping, office management, or related experience. This role is based at the Hamilton County DFR office and provides services for the following counties : Boone, Clinton, Fountain, Hamilton, Marion (northern), Montgomery, Tippecanoe, and Warren.

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.

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 :

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.

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 :

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.