Administrative Assistant - Library Supervisor

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

Benefits offered by this job

Medical plan options

Wellness rewards

Health savings account (HSA)

Pension plans

Paid leave and holidays

Education reimbursement

LinkedIn Learning access

Free Parking

Job summary

State of Indiana seeks an Administrative Assistant - Library Supervisor in Michigan City, IN to support library operations and supervise clerical functions. The role coordinates reports, papers, and procedures for the library team, ensuring accurate documentation and timely communication.

A High School Diploma or HSE with relevant experience is acceptable; strong MS Office skills, attention to detail, and multitasking ability are essential.

Qualifications

• Bachelor's degree not required; HS diploma or HSE with 4+ years' relevant experience may be considered.
• Proven ability to perform administrative tasks and manage reports.
• Strong written/verbal communication and proofreading skills required.
• Attention to detail and ability to prioritize and multitask effectively.
• Proficient in Microsoft Word, Excel, Outlook; ability to learn agency systems.

Responsibilities

• Serve as professional staff assistant within a state agency, performing multiple administrative tasks.
• Research and prepare reports on agency programs and procedures.
• Prepare and maintain procedural manuals for agency functions.
• Review policies and procedures for administrative soundness.
• Coordinate work across sections of the agency.
• Answer inquiries from the public regarding policies and procedures.
• Recommend efficiency improvements to administrators.
• Monitor activity to ensure compliance with laws and regulations.

Skills

Administrative management

Research techniques

Written communication

Verbal communication

Attention to detail

Organization

Multitasking

Microsoft Office

Procedural manuals

Coordinate staff

Teamwork

Education

High School Diploma or HSE

Tools

Microsoft Office

Job description

Administrative Assistant - Library Supervisor

Location: Michigan City, IN, US, 46360

Work for Indiana

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 State Prison:

Indiana State Prison is a level‑four maximum‑security facilitylocatedin Michigan City, Indiana, with a capacity of more than 2,400 incarcerated adult males. As the oldestcorrectional facilityin the state, it has a long history andoperateson a secured 24‑acre campus with tenmannedtowers. The prison grounds also include a level‑two facility with a capacity of 385 incarcerated adult males. Staffmaintaina clean, orderly environment while prioritizing safety and security. Programs available to incarcerated individuals support personal development and re‑entry preparation where applicable. The facility provides a structured setting for individuals with long sentences or those convicted of violent offenses. To learn more about Indiana State Prison, click here .

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] .