State of Indiana Hiring for Business Office Administrative Assistant at Indianapolis, Indiana Full Time

Business Office Administrative Assistant

Date Posted: Jun 27, 2022

Requisition ID: 373921

Location:

Indianapolis, IN, US, 46204

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.

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 interview and to 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 Lieutenant Governor’s Office:

The Office of the Indiana Lieutenant Governor’s mission is to strengthen Indiana’s rural economies and communities through capacity building, advocacy and innovation in agriculture, small business, tourism, defense development, housing, and community economic development.

Salary: 

The salary for this position starts at $40,000 but may be commensurate with education and/or experience.

About the Job:

The Administrative Assistant provides daily operational support to the Lt. Governor’s agencies; this includes the Business Office, Executive Office, Office of Community and Rural Affairs, Indiana Destination Development Corporation, and the Department of Agriculture. This position specializes in particular areas such as managing the office reception, travel coordination, and fleet management. The incumbent is responsible for the results of all of their work which includes, managing a variety of administrative tasks that are essential to the daily operations for the Office of the Lt. Governor and its agencies and ensuring the Office of the Lt. Governor’s agencies comply with state policies and procedures.

A Day in the Life:

• Serves as the reception area manager for One N. Capitol Ave Ste. 600. This includes allowing security entries, managing in-coming calls for multiple agencies, accepting and distributing mail and other deliveries, securing meeting rooms upon request, and keeping the lobby neat and orderly. This position has the ability to grant badge access to the office at One N. Capitol Suite 600 and the responsibility that comes with the access to On Guard.

• Responsible for maintaining fleet vehicle records and advising on maintenance service procedures. Provides reports on usage and other specific vehicle information to agency management upon request. Works with the Indiana Department of Administration (IDOA), Fleet Services Division on all fleet matters. Maintains access to the M5 and the Gauge Smart systems for fleet management. Accountable for compiling Wright Express receipts monthly for reconciliation of the bill.

• Serves as a travel coordinator for all agencies. Completes Travel Authorizations for staff traveling out of the state of Indiana, requests any exceptions needed from the IDOA, makes the travel arrangements to accommodate staff. Enters expense reports into the state financial system for agency travelers. Responsible to fully know, work within, and advice on the state travel policy.

• Responsible for a state travel card and all the charges placed on that card. All charges are fully reconciled monthly and documentation is entered into the state’s financial system for audit purposes.

• Assists the Accounting office by handling the receipting of goods/services within the state’s financial system. Must maintain the needed access to perform this duty.

• Performs all related duties as required to meet the established goals and objectives of the department

What We’re Looking For:

• At least three years of relevant work experience;

• Broad knowledge of the principles, laws, regulations, theories and practices of State Government as it pertains to travel and fleet management;

• Complete the PeopleSoft Receiver training.

• Strong oral and written communication skills;

• Ability to work independently;

• Ability to effectively prioritize a variety of projects and functions;

• Ability to establish and maintain effective working relationships;

• Ability to manage multiple projects with competing deadlines.

• Highly organized and detail oriented.

• Proficiency with specific modules within PeopleSoft Financials.

• Strong knowledge of Microsoft products; specifically Word, Excel, and Outlook.

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 program (offers premium discount for the medical plan and gift cards)

• 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 LinkedIn Learning access

  Equal Employment Opportunity:

  The State of Indiana is an Equal Opportunity Employer.

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