Facilities Management Administrative Assistant

Work for Indiana

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, youll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, youll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

About the Indiana Department of Administration (IDOA):

IDOA helps to ensure the smooth function of state government, finding efficient and effective solutions to government-wide needs.

Role Overview:

The IDOA Facilities Management Administrative Assistant supports our internal and external customers by providing positive attitude and outstanding service and support. This position welcomes customers visiting our front office and monitors the Facilities work order requests via phone, email and our Maintenance Care work order system. The Admin Assistant requires a knowledge of all State Agencies and a working knowledge of Building, Grounds and Custodial maintenance practices to dispatch work orders to the correct maintenance team. The Admin Assistance produces monthly reports exported from Maintenance Care and utilized Excel Pivot Tables to create the reports. This position will also be required to provide Admin support for Facilities Maintenance projects.

Salary:

The salary for this position traditionally starts at $34,216.00 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:

• 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 Youll Need for Success:

Individuals in this role should minimally be able to articulate or demonstrate the following:

• 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.

A degree is not required. However, a High School Diploma or High School Equivalent (HSE) and at least 4 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 to 401(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

• 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. 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 jobs@spd.IN.gov.