Administrative Assistant

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

Benefits offered by this job

Medical plans (3 options)

Wellness program

Health savings account

Pension plans

Paid leave

Education reimbursement

Paid holidays

Free Parking

LinkedIn Learning access

Job summary

The State of Indiana is seeking an administrative professional to support the Westville Correctional Facility and related state agency operations. The role focuses on processing routine policies, coordinating clerical tasks, and communicating with the public and other agencies.

Applicants should have a High School Diploma or GED with at least 3 years of related experience. The position starts at $31,668 per year and includes a comprehensive benefits package and opportunities for advancement.

Qualifications

• High School Diploma or GED and at least 3 years of related experience.
• General knowledge of office administrative functions and procedures.
• Ability to use Microsoft Office Suite.
• Strong written and verbal communication skills.
• Attention to detail and multitasking ability.
• Organizational skills and ability to prioritize tasks.

Responsibilities

• Provide a wide range of administrative assistance to a department or division.
• Act 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 communicates with the public or other agency representatives.
• Reviews documents for accuracy and compliance with applicable rules and obtains necessary approvals.
• Provides technical guidance and composes manuals for agency personnel.
• Coordinates clerical and administrative functions.

Skills

Office administration

Written & verbal communication

Organizational skills

Attention to detail

Multitasking

Analytical thinking

Education

High School Diploma or GED

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 Westville Correctional :

Westville Correctional Facility is a multi‑level security facility located in Westville, Indiana, with a capacity of more than 3,400 incarcerated adult males. Originally built as a state hospital, the campus was converted to a correctional facility in 1979. The institution offers numerous programs focused on education, re‑entry, and community service. Partnerships include Gold Standard Truss, which operates a truss manufacturing site on facility grounds, and the Moreau College Initiative through the University of Notre Dame and Holy Cross College. Incarcerated individuals can develop valuable vocational and academic skills. Staff maintain an environment that promotes safety, structure, and rehabilitation. To learn more about Westville Correctional Facility, clickhere .

Role Overview :

You will work with employees in your unit as well as other units within the agency or department and the general public to interpret unit policy and procedures and to maintain coordination of work. You will receive specific instructions on unusual problems and must refer all deviations from the norm tothe supervisor. Results are reviewed for soundness of judgment, adherence to directions and technical competence.

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] .