Administrative Assistant

Date Posted: May 9, 2024

Requisition ID: 443477

Location:

Indianapolis, IN, US, 46241

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 Adjutant General's Office :

The Adjutant General’s Office (AGO) provides a dynamic workplace while serving the Indiana National Guard at its various facilities throughout the state. AGO’s programs and projects offer exciting opportunities for professionals in many fields - from maintenance repair to cadre to civil engineers - looking to begin or advance their careers. AGO offers a competitive compensation and benefits package, as well as an outstanding work/life balance. AGO offers agency specific benefits, such as an opportunity to work an alternative work schedule, a spot bonus program to reward hardworking employees, and a chance to work with military and federal partners.

Role Overview:

The primary purpose of the Indiana National Guard (INNG) J3 Administrative Assistant position is to provide direct support to the J3 Director and to provide general administrative support to the J3 Directorate, Deputy, J3 SGM and 9 Branch Chiefs and 4 units reporting to the Directorate. Direct administrative support requires an employee who has excellent communication skills; written and verbal, can maintain confidentiality while exercising good judgement on J3 issues. General administrative support requires a team-oriented employee who has the flexibility to shift effort in support to four branch chiefs. This position requires excellent planning and organizational skills to maintain J3 Calendars, manage time sensitive requirements (suspense dates) and ensure recurring requirements are completed on time.

Salary Statement:

The salary for this position traditionally starts at $34,216 but may be commensurate with education or work experience.

A Day in the Life:

The essential functions of this role are as follows:

• Works as a professional staff assistant within a state agency or organization performing multiple administrative tasks.

• Researches and prepares various reports on agency programs and/or procedures.

• Prepares and maintains procedural manual for agency functions.

• Reviews policies, plans and procedures for administrative soundness.

• Coordinates the work of various sections of the agency or department.

• Answers inquiries from the public concerning policy and procedures in assigned area.

• Makes recommendations to administrator about procedures and methods to improve efficiency and effectiveness.

• Monitors and documents activity occurring in their respective department to ensure compliance with applicable federal, state, and local rules and regulations.

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:

The ideal candidate in this role should minimally have a

• High School Diploma or equivalent

• at least 4 years of full time professional experience in administrative support, business administration, program support, public administration, or related experience.

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 basic principles and theories of administrative management

• Working knowledge of research techniques and report composition

• 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 write procedural manuals and recommend improvements

• Ability to coordinate the work of section staff

• Ability to maintain cooperative work relationships

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

• 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 LinkedIn Learning access

  Equal Employment Opportunity:

  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. Our policy is to provide equal employment opportunity to all people in all aspects of employer-employee relations without discrimination because of race, color, creed, religion, sex, national origin, ancestry, age, sexual orientation, gender identity, physical or mental disability, or veteran status. We will comply with the spirit as well as the letter of all applicable state and federal laws.

  If you are a qualified individual with a disability and require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at [email protected] .

  The State of Indiana has established a culture that welcomes equity, inclusion, and opportunity for all employees and applicants. We encourage you to apply if you feel you have the transferrable skills to be successful in this position and we look forward to reviewing your application.

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