Administrative Assistant

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

Benefits offered by this job

Medical plan options

Wellness Rewards Program

Health Savings Account

Deferred compensation 457(b)

Two pension plan options

Paid leave and holidays

Education Reimbursement

LinkedIn Learning access

Free Parking

Job summary

The State of Indiana is hiring a front-desk receptionist to deliver a welcoming guest experience and handle inquiries via phone, email, and mail. The role provides administrative support to leadership and coordinates travel, IT-related service tickets, and office logistics.

Ideal candidates possess strong written and verbal communication, >5 years of relevant administrative experience, and proficiency in Microsoft Office. This is an on-site position with a comprehensive benefits package.

Qualifications

• Experience applying administrative management principles.
• Ability to prioritize tasks and multitask effectively.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality with sensitive information.
• Proficiency in coordinating travel and scheduling may be beneficial.

Responsibilities

• Serve as primary front-desk receptionist, greet visitors, and direct inquiries.
• Respond to phone, fax, and email inquiries and manage mail and supplies.
• Provide administrative support to leadership and assist with projects and meeting prep.
• Coordinate travel requests and serve as security coordinator for IT service tickets.
• Maintain and track office inventory; ensure on-site operations run smoothly.
• On-site presence required Monday–Friday, 8:00 a.m. to 4:30 p.m.

Skills

Administrative knowledge

Organizational skills

Communication skills

Multitasking

Discretion/Confidentiality

Tools

Microsoft Office

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 (FSSA):

The Division of Disability, Aging and Rehabilitative services works to support older adults and individuals with disabilities, while also connecting them with local community resources that promote independence. Help for every life at every age.

Role Overview:

In this role, you will serve as the primary front‑desk receptionist, providing a professional, courteous, and welcoming experience for all guests. You will respond to visitor needs, offer appropriate direction, and manage incoming phone, fax, and email inquiries. Additional responsibilities include overseeing supply orders, managing incoming mail, and ensuring that all items are processed efficiently.

This position also provides administrative support to Division leadership, assisting with assigned projects, meeting preparation, logistics, setup, and minutes. You will coordinate travel requests as needed and serve as the security coordinator for IT‑related service tickets, including voice services, office equipment issues, and agency‑related service needs. Maintaining and tracking office inventory is a core function of this role. As a public‑facing position, on‑site presence is required Monday through Friday from 8:00 a.m. to 4:30 p.m.

The ideal candidate will demonstrate a positive and welcoming attitude, strong written and verbal communication skills, and the ability to multitask and problem‑solve effectively. Proficiency in Microsoft Office applications is essential. The candidate must exercise discretion, maintain strict confidentiality, and uphold professional standards in all interactions with internal and external partners.

The salary for this position traditionally starts at$39,000.00 but may be commensurate with education and work experience. Use our Compensation Calculatorto 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] .