Human Resource Associate IV

Indiana State Police; Indianapolis (IN); On-site; USD 40,000 - 60,000; Full time

Job summary

Indiana State Police in Indianapolis seeks a professional staff employee to support the Human Resources Director with the sworn promotion process and provide administrative support ensuring HR operations run smoothly.

You will maintain personnel records, manage testing schedules, assist with budgeting and invoices, and coordinate badge and access processes while supporting the HR team in daily tasks.

Qualifications

• High school diploma or GED required.
• Experience with HRIS systems; PeopleSoft preferred.
• Proficient in Microsoft Office, especially Excel; ability to learn specialized software.
• Ability to maintain strict confidentiality.
• Ability to interpret rules, regulations, and guidelines.
• Ability to make decisions and exercise sound judgment.
• Ability to proofread documents for accuracy.
• Effective verbal and written communication skills.
• Ability to work under pressure and meet deadlines.
• Able to work with minimal supervision and prioritize tasks.

Responsibilities

• Assist the HR Director in preparing materials and administering the sworn promotion process.
• Facilitate sworn promotion processes and maintain related personnel records.
• Maintain personnel records securely and accurately.
• Update monthly job-vacancy spreadsheet and obtain position-control numbers.
• Provide HR-related support to sworn and professional staff.
• Coordinate temporary access badge processes and parking validations.
• Provide backup support to HR team and perform daily office operations.
• Manage the promotion process materials and police promotions system.
• Handle contract processing with the promotion-process consultant.
• Disseminate information on employment opportunities and vacancies.
• Schedule and monitor police promotion testing.
• Provide eligibility lists to the promotion-process consultant.
• Approve payment and reconcile invoices from the consultant.
• Maintain monthly sworn vacancy list.
• Maintain promotion records and review job-descriptions database.

Skills

HRIS experience

Microsoft Office

Excel

Confidentiality

Communication skills

Judgment

Proofreading

Education

High school diploma or GED

Tools

PeopleSoft

Microsoft Office

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).