IN-INDOT Administrative Assistant 3

Skywalk Global; Indianapolis (IN); On-site; USD 25,000 - 39,000; Full time

Job summary

Skywalk Global is seeking an administrative support specialist in Indiana to assist a program team with a variety of tasks. The role involves answering calls, responding to emails, data entry, updating spreadsheets and presentations, and filing, with strict confidentiality around employee and contractor information.

Key duties include managing bid registrations for contracting, supporting INDOT-related inquiries, assisting with postings and reports, and using the Preconstruction module to

Qualifications

• Specialized knowledge of administrative management theories and practices.
• Working knowledge of state government administrative structure.
• Familiarity with the assigned program area.
• Strong written and oral communication skills.

Responsibilities

• Provide administrative support to a team or individual.
• Manage bid registrations and ensure access for contractors.
• Handle inbound customer calls and inquiries with INDOT knowledge.
• Assist Business Systems Consultants with postings and tasks.
• Maintain report databases and ensure reports reflect current letting dates.
• Prepare pay item bid analysis reports using Preconstruction software.
• Archive reports and organize pre-bid meeting data.
• Maintain confidentiality of employee, contractor, and bid data.
• Perform related duties as required.

Skills

Administrative management

State government knowledge

Program area knowledge

Strong communication

Job description

Pre-Construction module, Preconstruction software

Duration

2 months 6 days (11/23/2026 - 01/29/2027)

Job Summary

Provides administrative support to either a team or individual. Duties may include fielding telephone calls, reviewing and responding to email inquiries, word processing, updating spreadsheets and presentations, and filing.

• Administers staff functions in support of program area
• Manage the registration for contract bidding requiring proficiency with Pre-Construction module, to grant bidding access for contractors.
• Manage Customer Service in-bound calls and inquiries by either promptly answering the inquiry with knowledge of INDOT or direct the requestor to the correct contact.
• Support Business Systems Consultants with internet postings and other tasks as needed
• Administer report database insuring that all reports are present and correcting for current letting date and uploading missing documents.
• Administer the pay item bid analysis reports for the Construction Cost and Estimating groups using the Preconstruction software.
• Provide support for the three main divisions with other work related duties as needed. Archiving reports, validating dates in reports and organize construction pre-bid meeting information/data.
• The position requires ability to recognize and maintain confidentiality concerning employee information, contractor information, and bid analysis tools and data.
• Performs related duties as required.

JOB REQUIREMENTS

• Specialized knowledge of theories, principles, and practices of administrative management
• Working knowledge of state governmental administrative structure
• Working knowledge of assigned program area
• Effectively communicate, both orally and in writing

DIFFICULTY OF WORK

Incumbent uses judgment to recommend appropriate methods and procedures to handle a wide range of situations encountered. Individual cases may involve multiple variables to be considered which could significantly affect possible outcomes for the program involved.

RESPONSIBILITY

Incumbent advises a program director on non-routine administrative decisions which significantly affect the administration of the program in the assigned area. Program purpose and goals is set and unusual program and minor deviations from the norm are discussed with program administrator at the discretion of Incumbent. Work is reviewed for soundness of judgment and conformance with general agency policy and guidelines.

PERSONAL WORK RELATIONSHIPS

Incumbent works with a wide range of agency staff as well as directors and their representatives of other agencies and the general public to explain and interpret policy and procedures to ensure coordination and cooperation.