Administrative Assistant

State of Indiana; Indianapolis (IN); On-site; USD 39,000 - 47,000; Full time

Benefits offered by this job

Medical & vision plans

Paid leave & holidays

Education reimbursement

Parking

Job summary

The State of Indiana is seeking an Executive Assistant to support executive leadership with calendar management, travel planning, and event coordination. The role requires handling confidential information and coordinating with Directors and external partners.

This exempt position may supervise two administrative staff and requires strong organizational and communication skills, with a background in administrative management and government processes.

Qualifications

• 7+ years of experience in a similar role.
• Ability to maintain confidentiality and handle sensitive information.
• Excellent verbal and written communication skills.
• Experience working with executives and external partners.
• Strong knowledge of administrative management and department programs.

Responsibilities

• Provides high level administrative assistance to an agency, department, or facility.
• Reviews department structures and recommends changes for efficiency.
• Administers staff functions in support of programs.
• Prepares reports on new program responsibilities.
• Represents the agency in dealings with other departments, the public, and groups.
• Prepares responses to routine inquiries and documents interactions.
• Follows up on plans and policies to ensure progress.

Skills

Administrative management

Department programs

State government knowledge

Attention to detail

Verbal & written communication

Organizational skills

Multitasking

Creative problem solving

Team coordination

Job description

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.

About The Family & Social Services Administration (FSSA)

The Division of Mental Health and Addiction within the Family and Social Services Administration (FSSA) sets care standards for the provision of mental health and addiction services to Hoosiers. DMHA is committed to ensuring that clients have access to quality services that promote individual, family and community resiliency and recovery.

The division also certifies all community mental health centers and addiction treatment services providers.

DMHA operates six psychiatric hospitals (NeuroDiagnostic Institute, Evansville Psychiatric Children’s Center, Evansville State Hospital, Logansport State Hospital, Madison State Hospital and Richmond State Hospital). DMHA provides funding support for mental health and addiction services to target populations with financial need and administers federal funds earmarked for substance abuse prevention projects.

Role Overview

In this role, you serve as the Executive Assistant and supports executive-level leadership through extensive and continuous calendar management, travel planning and departmental event coordination, and streamlining administrative processes. This role will include frequent communication and interaction with executives, senior-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives. It is important that this role maintains confidentiality in all aspects of team and company information. This role supervises two other administrative assistants.

Salary

The salary for this position traditionally starts at $42,900.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.

A Day In The Life

The essential functions of this role are as follows:

• Provides high level administrative assistance to an agency, department, or facility.
• Reviews total department or agency organizational structure and functions and advises changes to promote efficiency and effectiveness.
• Administers staff functions in support of program areas.
• Prepares special reports on alternative methods of achieving new program responsibilities.
• Represents agency, institutions, or departments in a variety of situations with other departments, institutions, the general public, and special interest groups.
• Prepares responses to correspondence containing routine inquiries.
• Follows-up on plans, programs, policies, and procedures to ensure progress and accomplishments.

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.

This position is exempt from overtime compensation for additional work hours which may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.

What You'll Need For Success

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

• Thorough knowledge of the theories, principles, practices, and methodology of administrative management
• Thorough knowledge of department programs
• Specialized knowledge of state government administrative structures
• Attention to detail and proofreading skills
• Effective verbal and written communication skills
• Organizational skills with the ability to prioritize tasks effectively and multitask
• Ability to coordinate and motivate professional and support personnel
• Ability to be creative in developing alternatives to meet department needs
• Ability to communicate complex theories and principles to a broad spectrum, both verbally and in writing
• Ability to maintain cooperative work relationships.

A degree is not required. However, at least 7+ 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. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [e-mail] .