Engineering Assistant

State of Indiana; Indianapolis (IN); On-site; USD 39,000 - 47,000; Full time

Benefits offered by this job

Medical plan options

Wellness rewards program

Health Savings Account (HSA)

Job summary

State of Indiana in Indianapolis is seeking a highly organized administrative professional to support INDOT's Utilities & Railroad and Real Estate divisions. The role focuses on contract workflows, records management, invoicing support, and busy daily tasks across multiple systems and stakeholders.

The ideal candidate demonstrates precision, strong communication, and the ability to handle high-volume work. A degree is not required, and CDL may be needed within 90 days.

Qualifications

• Must possess a valid commercial driver's license (CDL) or obtain within 90 days of employment.
• Extensive knowledge of accepted construction practices, procedures, and precedents.
• Extensive knowledge of federal, state, and local guidelines, manuals, permit laws and regulations as they apply to construction standards.
• Considerable knowledge of highway statutory, departmental, and administrative laws, rules and regulations.
• Considerable knowledge of railroad, utility, and highway construction practices in civil engineering.
• Ability to lead multiple outside owners and stakeholders to collaborative solutions.
• Ability to comprehend, translate, and interact with construction drawings.

Responsibilities

• Make decisions on federal eligibility for reimbursement after reviewing records and documents.
• Assess necessity of utility relocations by analyzing design drawings and survey data.
• Negotiate contractual agreements between utility and railroad companies.
• Oversee consultants to ensure compliance with federal program guidelines and INDOT policies.
• Coordinate transportation projects with utilities and railways within timelines and budgets.
• Execute agreements, work plans, and other critical documents for project construction.
• Analyze invoices to ensure adherence to federal guidelines.

Skills

CDL or able to obtain

Detail-oriented

Strong communication

Organizational skills

Data/document handling

High-volume administration

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:
This role provides essential operational and administrative support to INDOT's Utilities & Railroad and Real Estate divisions by managing agreement processing, invoice routing, certification tracking, procurement coordination, and routine daily tasks that keep both units running smoothly. Key responsibilities include coordinating multi-step contract workflows, maintaining and updating critical records and contact lists, supporting Real Estate invoicing and PO requests, and handling ongoing administrative activities such as email triage, mail retrieval, meeting coordination, and document updates.

The ideal candidate is highly detail-oriented, organized, and skilled in managing repeated, time-sensitive processes across multiple systems and stakeholders. Strong communication abilities, accuracy in data and document handling, and comfort with high-volume administrative work are essential for success in this role.

Location:
This position is with INDOT's Central Office in Indianapolis.

The salary for this position traditionally starts at$42,900.00 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:

• Make decisions on federal eligibility for reimbursement after reviewing legal records, engineering drawings, legal transactions, and other documents.
• Make decisions on the necessity of utility companies to relocate facilities after conducting conflict analysis of existing utility locations with proposed projects by comparing design drawings, subsurface utility engineering reports and topographical survey data.
• Negotiate contractual agreements between utility and railroad companies with the project owner.
• Oversee consultant engineers who perform utility coordination duties for the Local Program Administration (LPA) ensuring compliance with following federal program guide, INDOT Design Manual, LPA guidance document and INDOT Utility Accommodation Policy.
• Coordinate transportation projects with utility and railroad companies within specific timelines and budgets.
• Execute agreements, work plans, special provisions, and other critical documents necessary for project construction.
• Analyze invoices from utility and railroad companies to make sure all federal guidelines are met.

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:

• Must possess a valid commercial driver's license (CDL) or must obtain within 90 days of employment.
• Extensive knowledge of accepted construction practices, procedures, and precedents.
• Extensive knowledge of federal, state, and local guidelines, manuals, permit laws and regulations as they apply to construction standards.
• Considerable knowledge of highway statutory, departmental, and administrative laws, rules and regulations.
• Considerable knowledge of railroad, utility, and highway construction practices in the field of civil engineering.
• Demonstrated ability to lead multiple outside owners and stakeholders to collaborative solutions.
• Demonstrated ability to comprehend, translate, and interact with construction drawings.

A degree is not required.

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] .