Testing Administrative Assistant

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

Benefits offered by this job

Medical plan options (including RX)

Wellness Rewards Program

Health savings account

Pension options

Paid leave policies

Education Reimbursement

LinkedIn Learning access

Free Parking

Job summary

The State of Indiana, through INDOT, offers a dynamic role as Testing Admin in Seymour District. This position balances field work, laboratory testing, and meticulous documentation to ensure materials meet state standards.

Key duties include handling inquiries, ordering supplies, updating contract documents, and reviewing test reports to support Contract Closeout. A high school diploma with 3 years of relevant experience is acceptable in lieu of a degree.

Qualifications

• General knowledge of office administrative functions, theories, and principles.
• Working knowledge of research techniques and report composition.
• Working knowledge of how other departments and agencies affect the department.
• Excellent written and verbal communication skills.
• Attention to detail and proofreading abilities.
• Strong organizational skills with multitasking ability.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to analyze procedures and write manuals to recommend improvements.
• Ability to coordinate section staffwork.
• Ability to maintain cooperative work relationships.

Responsibilities

• Provide administrative support to a department or division of a state agency.
• Act as liaison between program administration, state agencies, and interested parties.
• Provide routine policy interpretation and related decisions to interested parties.
• Research and prepare various supervisor reports.
• Prepare and process correspondence and communicate with the public or agency representatives.
• Review documents for accuracy, completeness, and compliance with rules and regulations; obtain approvals as needed.
• Provide technical guidance and compose manuals for agency personnel.
• Coordinate clerical and administrative functions.

Skills

Office administration

Research techniques

Interdepartmental coordination

Written communication

Attention to detail

Organizational skills

Microsoft Office

Procedural analysis

Team coordination

Relationship management

Education

High School Diploma or HSE

Tools

Microsoft Office Suite

Job description

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:

A Day in the Life of INDOT Testing Admin is dynamic, balancing field work, laboratory testing, and documentation to ensure construction materials meet state standards.

The essential functions of this role are as follows:

• Answering inquiries and questions from Construction staff regarding contact info, general phone calls and visitors to the Testing building
• Ordering office supplies and submitting Maintenance requests for any facility related issues
• Making changes to contract documents during construction to so they accurately match what was utilized in the field and allow timely completion by construction staff
• Reviewing test reports, verifying compliance, and ensuring documentation is correct and entered in AASHTOWare/SiteManager to support Contract Closeout

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] .