Administrative Assistant

State of Indiana; Madison (IN); On-site; USD 29,000 - 35,000; Full time

Benefits offered by this job

Three medical plan options (RX, vision

Wellness Rewards Program

Health savings account with employer

Deferred compensation 457(b)

Pension plan options

Paid leave and holidays

Education Reimbursement Program

Employee assistance program

Public Service Loan Forgiveness

Free Parking

LinkedIn Learning access

Job summary

The State of Indiana's Division of Parole Services is hiring an Administrative Assistant to support a program administrator and staff professionals in a designated area.

You will perform a broad range of clerical duties, prepare reports, liaison with other agencies, and help ensure compliance with state policies. The salary starts around $31,668 and may vary with education and experience.

Qualifications

• General knowledge of office administrative functions and principles.
• Proficiency in research techniques and report composition.
• Understanding the roles of other departments and their impact.
• Effective written and verbal communication.
• Attention to detail and proofreading.
• Strong organizational skills and multitasking.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to draft procedural manuals and improve procedures.
• Ability to coordinate the work of section staff.
• Ability to maintain cooperative work relationships.

Responsibilities

• Provide administrative assistance to a department or division.
• Serve as liaison between administration, state agencies, and stakeholders.
• Provide policy interpretation and related decisions.
• Research and prepare reports for supervisor.
• Prepare correspondence and communicate with the public or other agencies.
• Review documents for accuracy and compliance.
• Develop manuals for agency personnel.
• Coordinate clerical and administrative functions.

Skills

Office administration

Research techniques

Written communication

Attention to detail

Organizational skills

Microsoft Office

Policy interpretation

Coordination of staff

Interpersonal skills

Education

High School Diploma or equivalent

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 Indiana Department of Correction Division of Parole Services:

The Division of Parole Services was established within the Indiana Department of Correction in the 1960’ssevering its relationship with the State Welfare Department. Parole Services is charged with enhancing publicsafety by providing community based supervision and services for adult offenders through the use of evidencebased practices as they transition from a Correctional Facility to Community Supervision. Parole Services Divisionoperates out of ten district offices located across the State.

Role Overview:

As the Administrative Assistant, you will serve a program administrator and/or staff professionals performingsupport tasks in a limited program area.

The salary for this position traditionally starts at $31,668.00 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 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:

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

• 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.

A degree is not required. However, a High School Diploma or High School Equivalent (HSE) and at least 3 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] .