Administrative Assistant

State of Indiana; New Castle (IN); On-site; USD 31,000 - 38,000; Full time

Benefits offered by this job

Health insurance

Wellness rewards program

Health savings account

457(b) with employer match

Pension plan options

Paid leave

Paid holidays

Education reimbursement program

LinkedIn Learning access

Free parking

Job summary

The State of Indiana is hiring an Administrative Assistant 4 to support operations at the Indiana Department of Correction's Training Institute. You will assist with audits, culture surveys, recognition certificates, and coordinate lodging and classroom reservations at CTI, while greeting visitors in the main reception.

A HS diploma or equivalent and at least 4 years of relevant experience are considered; a degree is not required.

Qualifications

• Specialized knowledge of administrative management principles.
• Working knowledge of research techniques and report composition.
• Effective written and verbal communication skills.
• Attention to detail and proofreading skills.
• Organizational skills with ability to prioritize and multitask.
• Ability to use Microsoft Office Suite (Word, Excel, Outlook).
• Ability to analyze procedures and policies and write procedural manuals and recommend improvements.
• Ability to coordinate the work of section staff.

Responsibilities

• Assist with ACA audits, culture surveys, and recognition certificates for the entire Department.
• Oversee lodging and classroom reservations at the Correctional Training Institute (CTI).
• Direct individuals in the main reception area at CTI.
• Research and prepare reports on agency programs and procedures.
• Review policies and procedures for administrative soundness.
• Coordinate work of various sections and respond to inquiries from the public.
• Suggest improvements to procedures to increase efficiency and effectiveness.
• Ensure compliance with applicable rules and regulations.

Education

High School Diploma or HSE

Tools

Microsoft Office Suite

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 Indiana Department of Correction (IDOC):

We promote public safety by providing meaningful, effective opportunities for successful re-entry. As the model of best correctional practices, we strive to return productive citizens to our communities and inspire a culture of accountability, integrity, and professionalism. To learn more about the Indiana Department of Correction, click here .

Role Overview:

The Administrative Assistant 4 works under the supervision of the Operations Manager and is responsible for assisting with American Correctional Association Audits, Culture Survey notifications, developing recognition certificates, etc. for the entire Department, and overseeing the coordination of lodging and classroom reservations at the Correctional Training Institute. Also this individual is located in the main reception area at CTI and is responsible for directing individuals to the appropriate area.

The salary for this position traditionally starts at $34,216.00 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:

• Works as a professional staff assistant within a state agency or organization performing multiple administrative tasks.
• Researches and prepares various reports on agency programs and/or procedures.
• Prepares and maintains procedural manual for agency functions.
• Reviews policies, plans and procedures for administrative soundness.
• Coordinates the work of various sections of the agency or department.
• Answers inquiries from the public concerning policy and procedures in assigned area.
• Makes recommendations to administrator about procedures and methods to improve efficiency and effectiveness.
• Monitors and documents activity occurring in their respective department to ensure compliance with applicable federal, state, and local rules and regulations.

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:

• Specialized knowledge of the basic principles and theories of administrative management.
• Working knowledge of research techniques and report composition.
• 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 write procedural manuals and recommend improvements.
• Ability to coordinate the work of 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 4 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] .