Administrative Assistant
Date Posted: Jun 26, 2025
Requisition ID: 461496
Location:
Indianapolis, IN, US, 46204
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, 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 Environmental Management:
Our mission is to implement federal and state regulations to protect human health and the environment while allowing the environmentally sound operations of industrial, agricultural, commercial, and governmental activities vital to a prosperous economy. We issue air, water, and solid and hazardous waste permits that restrict discharges to environmentally safe levels. Staff members inspect and monitor regulated entities; provide compliance and technical assistance; monitor and assess air, land, and water quality; use enforcement actions as necessary to ensure compliance; and respond to incidents involving spills to soil or waters of the state.
Role Overview:
The Administrative Assistant position provides key support to the Municipal NPDES Permits Section to ensure that applications are received, logged, and tracked in a timely and efficient manner. The NPDES Permits Program involves the processing of requests for discharge authorizations for the release of sanitary-@type wastewater into surface waters of the state of Indiana. The person in this position is responsible for coordinating the public notice and issuance process for all municipal-@type permits. At times, other @types of permits may also be assigned for processing. This person is also responsible for sending out correspondence, which may be generated by that person or by permit managers. All documents are converted to Adobe PDF documents prior to sending out and prior to uploading to the Virtual File Cabinet. Accuracy and attention to detail are key elements that are expected to ensure that final documents are as error-free as possible.
The ideal candidate should possess excellent oral and written communication skills as they are expected to be able to effectively communicate with both internal and external customers. The ideal candidate should also possess very good knowledge and experience with Office 365 software (especially Word, Excel, and Adobe) and should have a fair amount of experience using databases. The ideal candidate should be capable of working both independently and in a team setting.
Salary Statement:
The salary for this position traditionally starts at $34,216.00 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.
Supervisory Responsibilities/Direct Reports:
This role may be utilized in a supervisory capacity based on agency needs.
Difficulty of Work:
You will work within generally accepted management guidelines on intricate administrative or procedural guidelines which are complex and interrelated with agency mission and/or budget and public relations. Judgment is exercised in adapting and implementing more effective policies and procedures.
Responsibility:
Your role contributes to the function of the unit by making recommendations on improving policies or work procedures. Supervisor indicates the desired results and consequential changes are discussed for approval before implementation. Other work reviewed for soundness of judgment and its success in achieving work unit change.
Personal Work Relationships:
You will work with employees in their own department as well as other departments within the agency. This position also works with the public to explain policy and practices.
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:
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.
Able to perform essential functions with or without reasonable accommodation.
Personal Work Relationships:
This individual will be expected to partner with agency personnel and related stakeholders working towards completion of assigned functions. Exceptional customer service is provided to agency partners and/or the general public.
Working Conditions:
This role performs work in a standard office environment.
Competencies
Acquiring Information
Driving for Results
Attentive Listening
Prioritizing and Organizing Work
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.
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