Office Manager

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 Prophetstown State Park:

Prophetstown State Park is at the junction of the Tippecanoe and Wabash Rivers. The park was shaped by glaciers, water, fire, and conservation efforts that created a 900-acre prairie. Native Americans lived and hunted the area because of its abundance of food sources. The state partners with the town of Battle Ground to offer "The Farm at Prophetstown," a 1920s farm lifestyles exhibition. Other activities include bicycling, camping, and hiking.

Salary:

The salary for this position traditionally starts at $39,000.00 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:

• Supervise and coordinate the work activities of various administrative services.
• Organize and coordinate work assignments of a number of intermittent and/or regular office staff.
• May oversee extensive gate and resale operations including interviewing/hiring/supervising intermittent staff, creating schedules, providing training, ordering/maintaining inventory within budgetary parameters, and resolving conflicts.
• Plan and organize the workflow of the office by arranging work schedules and priorities to maximize efficiency.
• Initiate changes and/or modify procedures, forms used and composition of correspondence and records to enhance productivity.
• Ensure that all accounting, purchasing, and revenue collecting SOPs are followed by the staff which may include preparing a high volume of claim vouchers and requisitions, monitoring compliance on multiple contacts, reconciling a high volume of purchasing expenditures, processing complex revenue reports, preparing travel requests, working with multiple vendors, preparing multiple or complex deposits, staying up to date on changing procedures, and training staff on these functions
• May act as the onsite contact for emergency response including notifying the response teams, directing emergency personnel, and coordinating communication between the staff and central office.
• Explain and apply laws, rules, and regulations as they affect the agency by answering questions from the public and making information available to agency staff.
• Assist in the preparation of a larger more complex budget including gathering data and writing budget justifications.
• Compile data, collect material for special projects and reports and prepare reports and/or sections of reports.
• Perform a variety of office tasks such as arranging and maintaining a complex filing system, keeping timesheets and payroll records, maintaining personnel records, operating various office machines, and receiving a high volume of visitors and phone calls.
• Recruit, select, onboard, and train employees to ensure role responsibilities and expectations are clearly understood while providing opportunities to continue professional development.
• Set expectations, measure progress, provide ongoing feedback, and evaluate the performance of employees. Ensure work adheres to quality standards, deadlines, and proper procedures.

The job profile 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 with or without notice.

What Youll Need for Success:

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

• Limited in-state travel to conferences and training is required, including periodic administrative trainings at other properties or in Indianapolis, and a mandatory annual multi-day (overnight) conference each year.
• Overall knowledge of office organization, supervision, and management.
• Specialized knowledge of the policies, programs and activities of the office and ability to apply these to pertinent and complex situations.
• Working knowledge of the budgetary process.
• Working knowledge of bookkeeping and auditing.
• Comprehensive knowledge of laws and regulations affecting the division within the agency or institution.
• Practical knowledge of office supplies and equipment necessary to the operation of the agency, coupled with knowledge of purchase and requisition procedures.
• Working knowledge of record keeping for maintaining inventory, personnel, and payroll records.
• Ability to work independently in determining workflow and in solving problems, some of which may not have been previously encountered by utilizing a high level of specialized technical knowledge.
• Ability to work under pressure and to practice diplomacy, tact, and courtesy.
• Ability to coordinate workflow and to maintain harmonious relationships with subordinate supervisors, department chiefs and other supervisory personnel.
• General knowledge of English grammar, spelling, and punctuation and the ability to use this in the preparation of technical correspondence and reports.
• Ability to attend to detail and maintain accuracy.
• Ability to maintain confidentiality.
• Ability to delegate work, set clear direction, and manage workflow.
• Ability to effectively give feedback, provide guidance or corrective action, coach, and develop employee skillsets.

A degree is not required. However, a High School Diploma or High School Equivalent (HSE), along with at least 3 years of office or customer service experience and the ability to apply 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 provide direct supervision for one or more staff members.

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.