Clerical Assistant - Programs

State of Indiana; Westville (IN); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Paid time off

Education Reimbursement

457(b) deferred comp.

Pension plan options

Free parking

LinkedIn Learning access

Job summary

State of Indiana is seeking an Administrative Support role at Westville Correctional Facility. The position focuses on routine office tasks, front-desk duties, and reliable document handling. You will greet visitors, answer phones, manage mail, and support staff with daily operations in a sensitive environment.

A High School Diploma or equivalent is required, with opportunity to contribute to a wide range of agency functions and benefit from strong Indiana state programs.

Qualifications

• A general office functions and clerical procedures knowledge is required.
• Basic computer skills including familiarity with common software.
• Strong written and verbal communication abilities.
• Ability to organize, prioritize, and manage documents efficiently.
• Attention to detail and proofreading skills are essential.
• Proficient with Microsoft Word, Excel, and Outlook.
• Must handle sensitive information with discretion and integrity.
• Capable of working independently and providing professional customer service.

Responsibilities

• Performs routine office tasks with standardized results.
• Greet visitors and direct them to the appropriate contact.
• Answer phones, take messages, and route calls as needed.
• Open, sort, and route mail; prepare outgoing correspondence.
• Operate office machines and manage files and records.
• Deliver messages and run errands; maintain inventory of supplies.
• Complete tasks assigned by supervisor in a timely manner.

Skills

Office basics

Computer skills

Active listening

Communication skills

Organization

Proofreading

MS Office

Sensitive information handling

Independence

Customer service

Education

High School Diploma or HSE

Job description

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 Westville Correctional Facility

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, click here .

Role Overview

You will receive individual assignments with desired results indicated or implied because of the standardized nature of the task. Routine work is checked upon completion for technical soundness, and the supervisor checks any deviation from the norm before action is taken. This individual will be expected to partner with agency personnel and related stakeholders working towards completion of assigned functions. Exceptional customer service is provided to agency partners and/or the general public.

Salary

The salary for this position traditionally starts at $27,638 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.

A Day In The Life

• Supports the daily operations of an organization by performing general office tasks
• Greets visitors and directs them to the appropriate person according to their needs.
• Answers telephones and gives information to callers, take messages, or transfers calls to appropriate individuals.
• Opens, sorts, and routes incoming mail and correspondence, and prepares outgoing mail.
• Operates office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Accurately maintains and organizes office files.
• Delivers messages and run errands.
• Maintains inventory, orders, and distributes supplies.
• Completes tasks or projects assigned by supervisor in a timely manner.

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 with or without notice.

What You'll Need For Success

• Working knowledge of general office functions and clerical procedures.
• Basic computer skills.
• Active listening skills.
• Effective written and verbal communication skills.
• Organizational skills with the ability to prioritize tasks effectively.
• Attention to detail and proofreading skills.
• Ability to use Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work with sensitive documents and information, and be privy to sensitive agency information without divulging information to internal or external parties.
• Ability to work independently.
• Ability to provide effective and professional customer service to internal and external parties.

A degree is not required. However, a High School Diploma or High School Equivalent (HSE) is required.

Individuals should have the ability to perform essential functions with or without reasonable accommodation.

Supervisory Responsibilities/Direct Reports

This role may provide direct supervision for one or more staff members.

Benefits Of Employment With The State Of Indiana

• 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 to 401(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
• Referral Bonus program
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parking for most positions
• Free LinkedIn Learning access

Equal Employment Opportunity

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] .