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Administrative Assistant 5

State of Indiana • Indianapolis, IN • 10h ago

Date Posted: Aug 29, 2025

Requisition ID: 464926

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.

Indiana Department of Environmental Management (IDEM):

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:

This position is the sole clerical/administrative support position for the Facility Construction & Engineering Services Section in the IDEM Office of Water Quality. This section is responsible for processing more than 450 permits annually for the construction of wastewater treatment plants and sanitary sewer projects in the State of Indiana. These permits are required by state statute and are subject to stringent statutory processing time frames. The projects often have extensive public notification requirements, which can include large mailings to potentially affected persons as required by IC 4-21.5. This position is responsible for the timely and accurate distribution of these notifications as well as providing other administrative support functions including updating application tracking databases, preparing and indexing completed permits in IDEM's Virtual File Cabinet, coordinating web posting notifications, assisting with microfilm preparation for the large rolls of design plans and specifications. This position will also serve as a back-up for other program areas, especially for the NPDES permit program and may be required to assist with public notices and related duties for that program area on an as-needed basis.

The ideal candidate should have the following skills:

Working knowledge of personal computers primarily Word, Excel, and database programs; Very good verbal and written communication skills in relating to co-workers and the public. Ability to maintain a high degree of organization; Ability to maintain cooperative work relationships;

Salary Statement:

The salary for this position traditionally starts at $31,668.00 but may be commensurate with education or work experience.

Essential Duties/Responsibilities:

The Administrative Assistant 5 is responsible for providing administrative support which includes database management as well as performance of administrative reviews of permit applications to ensure that certain basic components of the applications have been submitted. Periodic reports must be prepared utilizing information in the database to ensure that the program area is in compliance with all statutory and management-directed timeframes. While the OWQ records retention policy requires that we retain copies of plans and specifications after the projects have been approved, these plans accumulate in such size and volume that they must be organized and prepared for microfilming. This person is responsible for organizing and coordinating these plans for microfilming.

Job Requirements:

Working knowledge of personal computers primarily Word, Excel, and database programs

Working knowledge of research techniques and report composition

Ability to analyze procedures and policies in order to be able to suggest improvements to the wastewater construction permitting process

Ability to maintain a high degree of organization

Ability to maintain cooperative work relationships

Good verbal and written communication skills in relating to co-workers and the public

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.

Current Employee? Click here (https://performancemanager8.successfactors.com/sf/careers/jobsearch?bplte_company=indianaoff) to apply.

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