Administrative Assistant

Indiana; New Castle (IN); On-site; USD 29,000 - 35,000; Full time

Benefits offered by this job

Medical plans

Vision and dental plans

Paid holidays

Education Reimbursement

LinkedIn Learning access

Free Parking

Job summary

The State of Indiana, Department of Correction Division of Parole Services, is seeking an Administrative Assistant to provide program support and staff assistance across a limited program area. The salary begins at $31,668.00 and may reflect education and experience.

You will perform a range of duties from correspondence, reporting, and policy interpretation to coordinating administrative tasks and serving as a liaison with internal and external partners.

Qualifications

• General knowledge of office administrative functions, theories and principles.
• Effective written and verbal communication skills.
• Ability to prioritize tasks and multitask in a fast-paced environment.
• Experience applying knowledge in a similar role is a plus.

Responsibilities

• Provide administrative assistance to a department or division of a state agency.
• Act as liaison between program administration, other agencies, and stakeholders.
• Prepare and process correspondence and reports; review documents for accuracy and compliance.
• Coordinate clerical and administrative functions and support staff as needed.

Skills

Office administration

Written communication

multitask and prioritize

Research techniques

Education

High School Diploma or HSE

Tools

Microsoft Office Suite

Job description

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’s severing its relationship with the State Welfare Department. Parole Services is charged with enhancing public safety by providing community based supervision and services for adult offenders through the use of evidence based practices as they transition from a Correctional Facility to Community Supervision. Parole Services Division operates out of ten district offices located across the State.

Role Overview:

As the Administrative Assistant, you will serve as a program administrator and/or staff professionals performing support 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] .