Administrative Assistant V - Drug Enforcement Section- Indianapolis

Indiana State Police (IN); Indianapolis (IN); On-site; USD 32,000 - 44,000; Full time

Job summary

Indiana State Police seeks a civilian administrative support staffer to provide clerical services to District Command staff. Responsibilities include greeting visitors, scheduling appointments, answering phones, drafting memorandums, maintaining filing systems, and handling mail and reports.

The role requires basic financial recordkeeping, strong communication, and ability to work with minimal supervision. Applicants must be a high school graduate or GED, able to input and retrieve information

Qualifications

• Must have high school diploma or GED.
• Ability to input, organize, store, and retrieve information using computer systems.
• Must pass a background investigation.
• Submit complete work history and copies of transcripts or certificates as required.

Responsibilities

• Receive visitors and schedule appointments for Division/District leadership.
• Answer phones, take messages, and direct inquiries.
• Prepare memorandums, letters, and reports as requested.
• Maintain filing systems and process mail and documents.
• Type correspondence, meeting minutes, and required reports.
• Prepare travel and lodging arrangements as needed.
• Oversee basic financial recordkeeping and office billing tasks.
• Ensure confidentiality of sensitive information.

Skills

Communication skills

Computer literacy

Attention to detail

Independent work

Confidentiality

Education

High school diploma or GED

Tools

Spreadsheets

Databases

Office software

Job description

To serve as a civilian employee of the Indiana State Police whose primary responsibility is to provide administrative and clerical support to the District Command staff, to include Field Investigations Command staff.

• Receive visitors and schedule appointments for the Division/District Commander and Assistant Commander.
• Answer telephones, take messages and/or direct questions to appropriate personnel.
• Compose and prepare memorandums, letters, reports and correspondence as requested by the Division/District Commander, Assistant Commander and other designated personnel.
• Develop and maintain filing systems.
• Perform other clerical and administrative tasks as required
• Distribute incoming inter-department and US mail.
• Type correspondence, agendas, meeting minutes and required reports.
• Process attendance and overtime reports as required.
• Assure proper disbursement of any funds as designated by the Commander, maintain accurate records and submit necessary paperwork.
• Prepare daily outgoing mail.
• Create necessary forms utilizing the computer.
• Prepare and distribute various reports, forms and documents.
• Establish and maintain various computer files.
• Prepare, review for accuracy and forward billings.
• Perform routine maintenance of office equipment including backing up and purging computer files.
• Compile, record, tabulate and file monthly reports as required.
• Receive and disseminate information to the general public and news media as directed.
• Properly handle confidential information, correspondence and other documents.
• Make travel and lodging arrangements as required.
• Perform other duties as required.

• Must be a high school graduate or possess an equivalent GED.
• Ability to understand and assist with basic financial recordkeeping, including tracking expenditures, grant funds, and office billing is desirable.
• Mustbeabletoproofreaddocumentswith accuracy as demonstrated by Department testing.
• Must be able to access, input, organize, file and retrieve information using a computer.
• Must be able to access and retrieve information utilizing a computer.
• Ability to communicate effectively, both verbally and in writing.
• Must be able to work with minimal supervision, prioritize work and meet deadlines.
• Ability to work with spreadsheets, databases and specialized software.
• Knowledge of general office procedures and clerical skills.
• Ability to operate and maintain office equipment to include calculators and computer.
• Ability to function independently.
• Ability to maintain confidentiality.

Must be able to successfully pass a background investigation. Applicants are asked to submit a complete work history. All applicants are required to submit copies of high school transcript or GED certificate, any college transcripts, technical certificates and a military DD214 (if applicable).