Communications Administrative Assistant

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

Benefits offered by this job

Health plan options

Wellness rewards

HSA contributions

Pension options

Paid leave programs

Education reimbursement

LinkedIn Learning access

Job summary

State of Indiana seeks a Communications Coordinator for INDOT Seymour District. The role supports the Communications Director, handles inquiries from the public and officials, and maintains data-entry and reporting tasks across multiple databases.

The position emphasizes clear written and verbal communication, attention to detail, and the ability to multitask in a fast-paced government environment. Benefits include robust leave, health plans, and pension options.

Qualifications

• General knowledge of office administrative functions.
• Effective written and verbal communication skills.
• Attention to detail and proofreading skills.
• Ability to use Microsoft Office Suite (Word, Excel, Outlook).

Responsibilities

• Assist Communications Director and team with customer inquiries and drafting responses.
• Enter data into statewide and District databases and generate reports.
• Manage MPO reports, letting results, and related documentation.
• Coordinate Adopt-A-Highway (AAH) reports and volunteer databases.
• Assist with internal and external communications and outreach efforts.

Skills

Communication skills

Attention to detail

Organizational skills

Multitasking

Data entry

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

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 the Indiana Department of Transportation:
The Indiana Department of Transportation (INDOT) provides a dynamic workplace that serves Indiana citizens, improves our state’s quality of life, and enhances its economic opportunity. INDOT has a number of innovative programs and projects, including Public-Private Partnerships, Green Initiatives, and cutting-edge uses of materials and assets. As part of the State of Indiana, INDOT offers a competitive total compensation package, as well as outstanding work/life balance. Whether you are an established professional in the transportation field or just starting your career, INDOT has exciting and challenging opportunities for you.

Role Overview:

The Communications Coordinator serves as the department assistant, assisting with customer inquiries and data entry. This can include written, verbal and in-person communications to answer inquiries from the general public and elected officials in a timely manner, communicating the agency message. Incumbent reports to and is accountable to the Communications Director and District Deputy Commissioner, and will work closely with the Local Service Center in Central Office.

• Assists the Communications Director and Communications Representative in answering customer inquiries from the general public and elected officials, including: investigating the concern, recommending ideas for resolution, drafting responses, contacting the customer with the appropriate information, and documenting all correspondence;
• Assists with data entry into the statewide database and District-managed database, generates reports and manages the office filing system;
• Manages Metropolitan Planning Organization (MPO) reports and letting results for use with report generation, including gaining letting results, verifying upcoming lettings with Capital Program Management department and creating the report;
• Manages Adopt-A-Highway (AAH) efforts, including managing the volunteer database, generating necessary reports, and assisting with statewide AAH efforts;
• Assists the Communications Specialist with construction status reports that can include data entry, filing, etc.;
• Assists the communications department with a range of internal and external messages and projects that can include proactive outreach efforts among various audiences, CARS-511, and statewide initiatives, and also includes typing letters, developing mailing lists/labels, processing inquiries and various reports;
• Performs other related duties as assigned.

Location:

This position is with INDOT’s Seymour District.

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] .