Administrative Assistant V - Forensic Services Division

Indiana State Police; Indianapolis (IN); On-site; USD 36,000 - 48,000; Full time

Job summary

Indiana State Police seeks a civilian employee to provide administrative and secretarial support to the Forensic Services Division (FSD) Commander in Indianapolis. The role includes preparing memorandums and reports, handling correspondence, managing meetings and schedules, and maintaining financial records.

Applicants must have a high school diploma or GED, pass a typing test, and demonstrate strong proofreading and clerical skills.

Qualifications

• Must be a high school graduate or possess an equivalent GED.
• Must successfully complete Department typing test.
• Must be able to proofread documents with accuracy as demonstrated by Departmental testing.
• Possess decision-making abilities required to prioritize and schedule the FSD’s staff meetings and daily schedule of appointments when required.
• Must be able to work with computerized spreadsheets, databases, and specialized software.
• Ability to complete and review documents with accuracy.
• Knowledge of general office procedures and clerical skills.

Responsibilities

• Prepare and distribute memorandums, letters, and reports from draft to finished product.
• Receive, review, and distribute incoming correspondence to appropriate personnel.
• Receive visitors, arrange meetings, and schedule appointments.
• Maintain records of funds and other accounts as required.
• Maintain various logs and files for the FSD.
• Handle confidential material in a discretionary manner.
• Process training and travel requests for the FSD personnel.
• Compose and prepare memorandums and correspondence.
• Answer telephones, take messages, and/or direct questions to appropriate personnel.
• Proofread material to ensure accuracy.
• Assure proper disbursement of any funds as designated by the FSD Commander, maintain accurate records, and submit necessary documentation.
• Maintain the FSD’s training budget, complete training requests, and travel arrangements for the FSD personnel.
• Distribute incoming and outgoing mail.
• Compile, record, tabulate, and file monthly reports as required.
• Order and distribute office supplies.
• Prepare and distribute various reports, forms, and documents.
• Provide clerical support to FSD personnel.
• Record and distribute minutes of Managers/Supervisors Meetings.
• Comply with Standard Operating Procedures, Rules, Regulations, and FSD policies.
• Perform other duties as required.

Skills

Proofreading

Verbal and written communication

Office software proficiency

Prioritization and scheduling

Data entry

Education

High school diploma or GED

Tools

Spreadsheets

Databases

General software

Job description

***FOR CURRENT STATE EMPLOYEES, ESTABLISHED SALARY RULES APPLY***

To serve as a civilian employee of the Indiana State Police whose primary responsibility is to provide administrative and secretarial support to the Forensic Services Division (FSD) Commander.

Responsibilities:

• Prepare and distribute appropriately memorandums, letters, and reports from draft to finished product.
• Receive, review, and distribute incoming correspondence to appropriate personnel.
• Receive visitors, arrange meetings, and schedule appointments.
• Maintain records of funds and other accounts as required.
• Maintain various logs and files for the FSD.
• Handle confidential material in a discretionary manner.
• Process training and travel requests for the FSD personnel.

Duties:

• Compose and prepare memorandums and correspondence.
• Answer telephones, take messages, and/or direct questions to appropriate personnel.
• Proofread material to ensure accuracy.
• Assure proper disbursement of any funds as designated by the FSD Commander, maintain accurate records, and submit necessary documentation.
• Maintain the FSD’s training budget, complete training requests, and travel arrangements for the FSD personnel.
• Distribute incoming and outgoing mail.
• Compile, record, tabulate, and file monthly reports as required.
• Order and distribute office supplies.
• Prepare and distribute various reports, forms, and documents.
• Provide clerical support to FSD personnel.
• Record and distribute minutes of Managers/Supervisors Meetings.
• Comply with Standard Operating Procedures, Rules, Regulations, and FSD policies.
• Perform other duties as required.

Job Requirements and Essential Functions

• Must be a high school graduate or possess an equivalent GED.
• Must successfully complete Department typing test.
• Must be able to proofread documents with accuracy as demonstrated by Departmental testing.
• Possess decision-making abilities required to prioritize and schedule the FSD’s staff meetings and daily schedule of appointments when required.
• Must be able to work with computerized spreadsheets, databases, and specialized software.
• Ability to complete and review documents with accuracy.
• Knowledge of general office procedures and clerical skills.
• Ability to operate and maintain office equipment to include, multi-line telephones, copy machines, calculators, and computers.
• Ability to maintain confidentiality.
• Ability to maintain FSD’s administrative file system.
• Ability to access, input, organize, file, and retrieve information using computers.
• Ability to work under pressure and successfully function in a stressful environment.
• Ability to communicate effectively, both verbally and in writing.
• Must be able to work with minimal supervision, prioritize work, and meet deadlines.

Personal Work Relationships:

• Routinely supervised by the FSD Commander.
• Work with Department personnel, to include specific liaison with Human Resource, Fiscal, and Training Division personnel.
• Work with other agencies and the general public.

Physical Effort and Work Environment:

• Work is normally performed in an office environment.

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).