Human Resource Associate IV

Indiana State Police (IN); Indianapolis (IN); On-site; USD 40,000 - 56,000; Full time

Job summary

Indiana State Police is seeking a professional staff position to assist the Human Resources Director with the sworn promotion process and to provide essential administrative support for HR operations. The role emphasizes maintaining secure personnel records, coordinating promotion testing, and disseminating information about vacancies and requirements.

The position requires a high school diploma or GED, experience with HRIS platforms (PeopleSoft preferred), and strong Microsoft Office skills

Qualifications

• Must have a high school diploma or GED.
• Experience with HRIS platforms; PeopleSoft preferred.
• Proficiency with Microsoft Office applications, including intermediate or higher in Excel, and ability to learn specialized software and office equipment.
• Ability to maintain strict confidentiality.
• Ability to interpret and apply rules, regulations, and guidelines.
• Ability to make decisions and exercise sound judgment.
• Ability to proofread documents for accuracy.
• Ability to communicate effectively, both verbally and in writing.
• Ability to work under pressure in a stressful environment.
• Ability to work with minimal supervision, prioritize work and meet deadlines.

Responsibilities

• Assist the Human Resources Director with the sworn promotion process and related materials.
• Facilitate the sworn promotion process and maintain personnel records.
• Maintain and secure personnel records and related information.
• Assist with updating monthly job-vacancy spreadsheets and obtaining position-control numbers.
• Provide HR-related support to sworn and professional staff as needed.
• Coordinate access badge processes and parking validations.
• Provide backup support to the HR team and perform daily office operations.
• Administer contract-processing requirements with the promotion-process consultant.
• Disseminate information on employment opportunities and sworn promotions.

Skills

HRIS experience

Microsoft Excel

MS Office proficiency

Confidentiality

Communication skills

Attention to detail

Education

High school diploma or GED

Tools

PeopleSoft

Job description

To serve as a professional staff employee of the Indiana State Police whose primary responsibility is to assist the Human Resources Director with the promotion process for police personnel, provide administrative support to ensure Human Resources operations run efficiently and professionally.

• Support the Human Resources Director in preparing materials and administering the sworn promotion process.
• Facilitate the sworn promotion process and maintain related personnel records and information.
• Maintain personnel records and ensure documents are managed securely and accurately.
• Assist with keeping the monthly job‑vacancy spreadsheet up to date and obtaining position‑control numbers for newly hired or promoted staff.
• Assist sworn and professional staff with HR‑related support as needed.
• Coordinate temporary access badge processes and parking validations.
• Provide backup support to Human Resources team members.
• Perform daily office operations, including answering phones, routing messages, checking voicemail and faxes, managing access to personnel file cabinets, and filing and organizing ISP personnel records.
• Support the Human Resources Director in administering the sworn promotion process, including preparing materials and managing the police promotions system.
• Manage the contract and contract‑processing requirements with the promotion‑process consultant.
• Disseminate information regarding employment opportunities, requirements, vacancies, and the sworn promotions process for Department personnel.
• Schedule and monitor police promotion testing.
• Provide eligibility lists to the promotion‑process consultant.
• Approve payment and reconcile invoices from the promotion‑process consultant.
• Maintain the monthly sworn vacancy list.
• Manage the purchase of required textbooks for the police‑promotion testing process in coordination with the promotion‑process consultant.
• Maintain the performance appraisal tracking database.
• Prepare quarterly reports related to the police promotion system.
• Advertise monthly police‑promotion vacancies.
• Maintain promotion records.
• Regularly review and maintain the job‑descriptions database.
• Manage temporary access badge requests, including issuing and tracking badges and parking validations.
• Support other HR Division staff.
• Monitor and maintain office equipment.
• Coordinate external shredding service for secure document disposal.
• Order, maintain, and replenish the HR Division’s office‑supply inventory.
• Update retiree records monthly.
• Assist with processing Verification of Employment requests.
• Perform other duties as required.

• Must be a high school graduate or equivalent GED.
• Experience with HRIS platforms; PeopleSoft preferred.
• Proficiency with Microsoft Office applications, including intermediate or higher skill in Excel, and the ability to learn and use specialized software and office equipment.
• Ability to maintain strict confidentiality.
• Ability to interpret and apply rules, regulations, and guidelines.
• Ability to make decisions and exercise sound judgment.
• Ability to proofread documents for accuracy.

• Ability to communicate effectively, both verbally and in writing.

• Ability to work under pressure and successfully function in a stressful environment.
• Ability to communicate proofread records with accuracy.
• Must be able to work with minimal supervision, prioritize work and meet deadlines.

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 their high school transcript or GED certificate, any college transcripts, technical certificates, and a military DD214 (if applicable).