Air Permits Administrative Assistant

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

Benefits offered by this job

Healthcare options

Paid time off

Education Reimbursement

LinkedIn Learning access

Free Parking

Job summary

State of Indiana is seeking an Administrative Assistant in IDEM’s Air Permits Branch to plan and perform a range of administrative duties tied to air permitting. The role requires handling documents, data entry, and coordinating notices and public access via IDEM repositories.

Experience with Microsoft Office and SharePoint is preferred; a high school diploma or equivalent with 3 years of related work is acceptable.

Qualifications

• 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 writes procedural manuals to recommend improvements.
• Ability to coordinate the work of the section staff.
• Ability to maintain cooperative work relationships.

Responsibilities

• Plan, organize, and perform a variety of administrative activities related to air approvals.
• Convert assigned documents to PDF format.
• Enter information into Air Permits Tracking Database.
• Coordinate with staff to post Legal Notices to IDEM website.
• Maintain Database for Permits Notification List.
• Retrieve documents from SharePoint and organize them accordingly.
• Make electronic documents available to the public via multiple repositories.

Skills

Microsoft Office

Word

Excel

Outlook

Adobe DC

SharePoint

IDEM TEMPO Tracking system

IDEM Virtual File Cabinet

Education

High School Diploma or HSE

Tools

Microsoft Office Suite

Adobe DC

SharePoint

IDEM TEMPO Tracking system

IDEM Virtual File Cabinet

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 Indiana Department of Environmental Management (IDEM):

Our mission is to implement federal and state regulations to protect human health and the environment while allowing the environmentally sound operations of industrial, agricultural, commercial, and governmental activities vital to a prosperous economy. We issue air, water, and solid and hazardous waste permits that restrict discharges to environmentally safe levels. Staff members inspect and monitor regulated entities; provide compliance and technical assistance; monitor and assess air, land, and water quality; use enforcement actions as necessary to ensure compliance; and respond to incidents involving spills to soil or waters of the state.

Role Overview:

As an Administrative Assistant in IDEM’s Air Permits Branch, the person in this position will plan, organize, and perform a variety of administrative activities related to air permitting.

Essential Job Responsibilities

• Plan, organize, and perform a variety of administrative activities related to air approvals, including notifying internal and external parties of draft, proposed, and final permit actions according to established Standard Operating Procedures.
• Convert assigned documents from various electronic formats to PDF format.
• Enter a wide variety of information into Air Permits Tracking Database.
• Coordinate with staff to post Legal Notices to IDEM website
• Maintain Database for Permits Notification List
• Retrieve documents out of Sharepoint, copy them to the appropriate areas, and complete tasks following Sharepoint protocols
• Make electronic documents available to the public using several repositories, which include: Virtual File Cabinet, Internet, SharePoint, Shared drive.

Preferred Experience

• Extensive experience with Microsoft Office, including Word, Excel, and Outlook.
• Familiarity with Adobe DC.
• Familiarity with SharePoint.
• Familiarity with IDEM Virtual File Cabinet.
• Familiarity with IDEM TEMPO Tracking system.

Requirements

• Ability to navigate through several electronic systems and coordinate with technical staff to process each permit.
• Ability to plan and prioritize work.
• Ability to complete work by assigned deadlines.
• Ability to read and follow detailed written procedures.

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] .