Administrative Assistant

State of Indiana; Indianapolis (IN); On-site; USD 35,000 - 43,000; Full time

Benefits offered by this job

Medical plan options

Vision and dental plans

Education Reimbursement Program

Free Parking for most positions

LinkedIn Learning access

Job summary

State of Indiana is seeking an Administrative Assistant to support the Medicaid Division and the administrative team. The role requires handling complex tasks with autonomy, advising on better work methods, and assisting directors and staff with policies.

Ideal candidates have 2 years of college plus 3 years of experience or an associates degree, with strong MS Office, Excel, SharePoint, and scheduling skills. This is a full-time, on-site position with comprehensive benefits.

Qualifications

• Two years of college and three years of related experience, or equivalent substitution.
• Proficient with Microsoft Office Suite, Windows, and SharePoint; Excel and Outlook skills preferred.
• Strong organizational, multitasking, and written/oral communication abilities.

Responsibilities

• Provide complex administrative support to a department, agency, or facility.
• Make program and policy improvement recommendations to executives.
• Coordinate work of diverse professionals and maintain effective communication.
• Develop new methodologies to improve agency functioning and procedures.
• Explain agency policies to stakeholders and ensure uniform compliance.

Skills

Administrative support

Microsoft Office

Excel

Outlook

SharePoint

Scheduling

Communication skills

Education

Two years of college education + three years of experience

Associates degree preferred

Tools

Microsoft Office Suite

Windows

SharePoint

Excel

Outlook

Job description

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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 Office of Early Childhood and Out-of-School Learning (OECOSL) within the Family and Social Services Administration (FSSA) oversees early childcare, education, and out-of-school-time programs. OECOSL's vision is that every Indiana community will have a strong network of Early Care and Education and Out-of-School Time programs that support the child, the family and local schools. Programs will be high quality, affordable and accessible to enable families to work effectively to obtain economic self-sufficiency. Children will thrive in programs that meet their developmental and educational needs and make them feel welcome, encouraged, and supported. Professionals teaching and caring for children will have the resources, including training and education, needed to operate and maintain high quality programs.

Role Overview:

This role supports the Medicaid Divisoin and serves as a professional assistant to and administrative specialist for the directors of the administrative team and their staffs. You will assist by making recommendations for improvements in work methods, administrative procedures, and implementation of statewide administrative initiatives. Your role performs a myriad of administrative duties, encompassing a degree of autonomy and discretion in the interpretation, application, and execution of FSSA's internal policies. You may also represent senior staff in appropriate communications.

The ideal candidate will have a minimum of two years of college education plus three years of experience; experience may be substituted 2:1 in lieu of degree. Associates degree preferred. They should be proficient with Microsoft Office Suite, Windows, and SharePoint; intermediate to advanced Excel and Outlook skills including scheduling, desirable.

The salary for this position traditionally starts at$39,000.00 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 complex administrative support to a department, agency, or facility.
• Makes program improvement recommendations to agency executives.
• Makes recommendations in developing new policies to facilitate the meeting of agency goals.
• Develops new methodology and structures for improvement of agency functioning.
• Researches and investigates program and procedural problems.
• Explains agency policy and procedures to interested parties.
• Follows-up on plans, programs, policies, and procedures to ensure uniform compliance.
• Investigates administrative problems that arise within the agency.

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:

• Specialized knowledge of the theories, principles, and practices of administrative management
• Extensive knowledge of department or agency programs
• Working knowledge of state government administrative structure
• Organizational skills with the ability to prioritize tasks effectively and multitask
• Ability to coordinate the work of diverse professional and support personnel
• Ability to effectively communicate, both orally and in writing
• Ability to maintain cooperative work relationships
• Ability to develop new, alternative solutions for encountered problems

A degree is not required. However, at least 5+ 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 to401(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
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parkingfor most positions
• Free LinkedIn Learningaccess

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] .