Location: Indianapolis, IN
Company: State Of Indiana
At the State of Indiana, we don’t just talk about diversity and inclusion - Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana 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.
Next Level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below. About the Office of Community and Rural Affairs (OCRA): OCRA works with local, state, and national partners to provide resources
and technical assistance to aid communities in shaping and achieving their vision for community and economic development. Salary Statement : The salary for this position traditionally starts at $42,900 but may be commensurate with education or work experience.
Role Overview : The Office Administrator serves as a key resource to the Office of Community and Rural Affairs (OCRA), supporting the full OCRA team in a wide array of responsibilities. This position represents the interests of the State of Indiana, the Lt. Governor, and OCRA. This position is responsible for coordinating meetings, speaking engagements, workshops, and training, and updating and maintaining operations policy manuals.
The Office Administrator also provides administrative support to staff for all OCRA programs, projects, and events.
The Office Administrator provides excellent customer service and responsive communication to all internal and external customers and is organized and well-versed in written and verbal communication. The Office Administrator reports directly to the OCRA Chief Operating Officer. A Day in the Life: The essential elements of the job duties: Coordinate and schedule meetings, speaking engagements, etc; Set up and serve as support for technology for internal/external meetings; Create and collect data from surveys; Become knowledgeable of OCRA programs as well as community and partner dynamics; Manage OCRA-hosted training and conference registration as well as sponsorship processes including collection of fees; Assist with external conference/workshop registrations for the OCRA team, in collaboration with the Business Office team; Assist with OCRA team policy and operations training, orientation manual updates, and revisions; Serve as POC to coordinate event sheets with the OCRA team as well as the Lt.
Governor’s team to ensure representation at community events; Assist with OCRA-related LG advance details and requests; Assist in vehicle scheduling for the central office team, including state and rental vehicles; Manage routine maintenance, detailing, and audits on state fleet vehicles; Assist the OCRA team with in-state and out-of-state travel arrangements in coordination with the Business Office team; Handle confidential information and discussions with professionalism; Coordinate with the communications team for meetings, events, and other speaking engagements; Assist with grant administrator certification and continuing education training; Set up monthly all-staff meetings on an annual basis, including coordinating meeting space and agenda; Attend and provide meeting minutes for internal/external meetings; Reserve meeting space and conference lines for the OCRA team; Work closely with the Business Office team to order supplies, business cards, update phones and other IT needs for new employees; Answer main OCRA line, assist customers by answering questions, routing calls to appropriate staff members, and promptly responding to voicemail.
Open, date stamp, sort, and deliver OCRA mail, including scanning and emailing to regional staff members; Assist with written and electronic correspondence; Assist with physical and electronic filing; 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 with or without notice. What You'll Need for Success: You must meet the following requirements to be considered for employment: Bachelor’s degree or commensurate experience, with a minimum of two years of working experience as an executive and/or administrative assistant or office manager; Strong verbal and written communication skills; Consistently provide excellent customer service internally and externally; Ability to work independently under general direction, be proactive, multi-task, and prioritize workflow; Attention to detail and high level of accuracy; Considerable organization and time management skills; Analytical mindset and independent thinker with strong customer service skills; Working knowledge of Microsoft Office Suite, considerable knowledge managing calendars, and ability/willingness to learn new software packages as the job requires; Basic knowledge of OCRA programs and practices and the basic ability to apply that knowledge; Ability to travel occasionally within the state; Ability to manage multiple projects and related priorities; Ability to maintain effective and positive working relationships with OCRA staff and customers.
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 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 Linked In Learning access Equal Employment Opportunity: The State of Indiana is an Equal Opportunity Employer and is committed to recruit, select, develop, and promote 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, interaction, national origin, ancestry, age, interactionual 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 accommodation in completing this application, you can request assistance by contacting the Indiana State Personnel Department at 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.
Administrative/Clerical jobs encompass a range of roles within organizations that are pivotal for maintaining efficient office operations. These positions often involve tasks such as data entry, phone handling, filing, scheduling, and supporting other staff. Individuals in these roles typically possess strong organizational skills, attention to detail, and the ability to multitask. They serve as the backbone of a company’s daily functions, ensuring that information is managed effectively and communication channels are kept open. With the rise of technology, many administrative/clerical workers are also adept at using various software to streamline office processes.
Administrative/Clerical jobs encompass a broad range of roles integral to the smooth operation of any organization. Employees in these positions perform tasks such as data entry, managing calendars, arranging meetings, handling correspondence, and providing general support to other staff members. Key characteristics of these jobs include strong organizational skills, proficiency in office technologies, and excellent communication abilities. These roles are fundamental in ensuring that the daily administrative duties of the workplace are conducted efficiently, and often serve as a backbone to the managerial and operational teams.
Administrative/Clerical jobs encompass a range of positions that provide support to an organization's operations, typically in an office setting. Key characteristics of these roles include handling correspondence, managing files, scheduling appointments, and maintaining databases. Employees in these jobs often serve as the backbone of a company, ensuring smooth internal communication and effective organization of records. Attention to detail, strong organizational skills, and proficiency with office software are quintessential for success in administrative and clerical positions.
Administrative or clerical jobs involve a range of office-related tasks that support the day-to-day operations of a business. Employees in administrative roles are often responsible for managing records, answering phones, scheduling appointments, preparing documents, and performing data entry. These positions typically require strong organizational skills, attention to detail, proficiency with office software, and the ability to communicate effectively. Clerical workers are key in ensuring that an office runs smoothly and efficiently, acting as the backbone to the administrative structure of an organization.
