Administrative Assistant

Administrative Assistant

Date Posted: Jan 13, 2025

Requisition ID: 454821

Location:

Indianapolis, IN, US, 46204

Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a diverse 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.

At the State of Indiana, we don't just talk about diversity and inclusion-we make it our goal to create a welcoming, accessible, and equitable workplace with a workforce that is representative of Indiana's population. As a proud equal opportunity employer, 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.

About the Indiana Criminal Justice Institute (ICJI):

The Indiana Criminal Justice Institute (ICJI) is the State planning agency for criminal justice, juvenile justice, traffic safety, and victim services. ICJI is designated as the State Administering Agency for the distribution of federal funds, and as the State Statistical Analysis Center for research.

Further, ICJI is responsible for coordinating and collaborating with local, state, and federal entities to identify, assess, plan, resource, and evaluate new and emerging issues facing the criminal justice and public safety spectrum. ICJI works with local, state, and federal entities to evaluate programs associated with the prevention, detection & solution of crimes; law enforcement, and criminal/juvenile justice, to improve and coordinate all aspects of law enforcement and criminal/juvenile justice

Role Overview:

This position requires on-site work only. As an Administrative Assistant, you will provide exceptional customer service and handle various administrative tasks for the Executive Team and the agency. Flexibility, multitasking abilities, and strong attention to detail are essential.

Salary Statement:

The salary for this position traditionally starts at $39,000. 00 but may be commensurate with education or work experience.

A Day in the Life:

The essential functions of this role are as follows:

• Provides complex administrative support to the agency and the Executive Team

• Serves as the agency travel administrator

• Serves as the agency inventory specialist, required for tracking and administration

• Review and investigate IOT and other bills sent to the agency to ensure they are accurate and appropriate to pay

• Responsible for administrative tasks including setting and organizing meetings, taking, and transcribing meeting minutes, opening, disbursing, and organizing office mail, greeting agency guests, typing, filing, phone calls and messages, ordering supplies, etc.

• Follows up on plans, policies, and procedures to ensure uniform compliance and make suggestions for potential changes that are needed

• Investigates administrative problems that arise within the agency

• Essential functions of this position will be performed onsite at the agency's office located in downtown Indianapolis

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.

This position is exempt from overtime compensation for additional work hours which may be required to complete essential functions or other assigned work. Exempt employees may work more than 75 hours in a pay period without additional compensation and must report a minimum of 75 hours per pay period of work hours and/or paid leave taken to receive their base biweekly salary.

What You'll Need for Success:

The ideal candidate in this role should minimally have either

• a Bachelor's Degree and 1+ year of experience, or

• an Associate's Degree and 3+ years of experience, or

• at least 5+ years of experience applying the below, outlined knowledge, skills, and abilities in a similar role.

Related certifications and coursework may be considered for education or experience.

You must meet the following requirements to be considered for employment:

• Specialized knowledge of the theories, principles, and practices of administrative

• Extensive knowledge of department or agency programs

• Working knowledge of state government administrative structure

• Organizational skills with the ability to prioritize tasks effectively and multitask

• Ability to coordinate the work of diverse professional and support personnel

• Ability to effectively communicate, both orally and in writing

• Ability to maintain cooperative work relationships

• Ability to develop new, alternative solutions for encountered problems

• Able to perform essential functions with or without reasonable accommodation

Difficulty of Work:

The hired staff member will need to exercise extensive judgment in their day-to-day role. The incumbent will work with complex and sensitive matters that require a high degree of confidentiality. The selected applicant will work with other team members to accomplish agency goals and objectives and must be able to handle complex and quickly changing situations within the agency or the programs.

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

• Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities

• Deferred compensation 457B account (similar to 401k 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

• 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

• Referral Bonus program

• Employee assistance program that allows for covered behavioral health visits

• Qualified employer for the Public Service Loan Forgiveness Program

• Free Parking for most positions

• Free LinkedI.