administrative assistant

service coordinator

administrative assistant - travel coordinator Jobs in Indianapolis

assistant - administrative ii Jobs in Indianapolis

assistant - administrative ii

client intake coordinator and accounting admin Jobs in Indianapolis

administrative coordinator

Bose McKinney & Evans LLP

<div><div><div>The Client Intake Coordinator manages the client intake process and ensures all new clients and matters are set up according to the New File Intake policy. In addition, this position is responsible for various accounting administrative tasks. This position is not remote and is full time.
</div></div><p></p><div><div><b>Client Intake Coordinator Responsibilities</b></div></div><ul><li><div>
Ensure new client and/or matter information was properly entered in the accounting software, Aderant Expert. Often involves follow up with Client Intake Specialist, administrative assistants, and attorneys.</div></li><li><div>
Follow-up on pending client matters and gather required documentation until the matters are opened or determined as closed.
</div></li><li><div>Prepare and mail welcome letters to new clients.</div></li><li><div>
Assist in the development of file opening paperless workflow and improving the file intake process.</div></li><li><div>
Backup to Client Intake Specialist, conducting database search requests for conflicts of interest and entering new client matter forms.</div></li></ul><div><div><b>
Accounting Administrative Responsibilities</b></div></div><ul><li><div>
Sort daily mail and then prepare checks for deposit using VersaPay.</div></li><li><div>
Prepare daily check trust account deposit.</div></li><li><div>
Scan client address changes in FileSite.</div></li><li><div>
Assist with annual rate increase process.</div></li><li><div>
Draft various letters for the Accounting team such as: refunds sent to clients, requesting someone to sign a check before it can be deposited, or to verify employment.</div></li><li><div>
Responsible for mailing overnight packages for the Accounting team.</div></li><li><div>
Revise the firm&rsquo;s W9 and provide to vendors/customers upon request.</div></li><li><div>
Perform other assigned tasks and duties necessary to support the Accounting Department and CFO.</div></li></ul><div><div><b>
Qualifications/Requirements</b></div></div><ul><li><div>
At least 1 year of legal experience is preferred.</div></li><li><div>
Proficient with MS Office software, Word, Excel and Outlook. Knowledge of accounting software, Aderant Expert, a plus. Must be comfortable with new technology and software.</div></li><li><div>
Must generate high-quality work with exceptional attention to detail.</div></li><li><div>
Ability to compile and analyze data then furnish the information in report format, written correspondence, e-mail or verbally.</div></li><li><div>
This position requires managing multiple priorities in a fast-paced, deadline-driven work environment. Ability to work with frequent interruptions and adapt to changes in workflow.
</div></li><li><div>Ability to communicate with courtesy, with a customer service focus and excellent judgment in all interpersonal interactions. Maintains a professional appearance. Must demonstrate good judgment and discretion.</div></li><li><div>
Dependable team player who works collaboratively and cooperatively with others. Must be enthusiastic about training and developing staff along with helping balance heavy workloads.</div></li></ul><div><div>
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.</div></div></div><p></p>

Client Intake Coordinator and Accounting Admin

Window World

<div><div><div><b>Benefits:</b></div>
<ul><li>401(k) matching</li>
<li>Health insurance</li>
<li>Opportunity for advancement</li>
<li>Paid time off</li>
<li>Training &amp; development</li>
</ul></div><div><div><br>
<b>Job Title: Service Coordinator</b></div>
<div>
<br>
<b>Company:</b> Window World of Indianapolis <b>Location:</b> Indianapolis, IN<br>
</div><div><b>About Us:</b> Window World is America&rsquo;s #1 exterior remodeler. We install energy-efficient windows, doors, siding, and more for homeowners throughout Indianapolis, Indiana. We are committed to delivering exceptional customer experiences and innovative solutions. We pride ourselves on our dedication to quality, reliability, and customer satisfaction. As we continue to expand our operations, we are seeking a skilled and motivated individual to join our team as a Service Coordinator.<br>
</div><div><b>Job Description:</b> As a Service Coordinator at Window World, you will be the primary point of contact for clients requiring service, repairs, and warranty work. This vital role focuses on understanding customer needs, coordinating service appointments, and ensuring timely and effective resolution of issues to maintain high levels of customer satisfaction. If you are a compassionate communicator, highly organized, and excel at problem-solving, we encourage you to apply!</div>
<div><br>
<b>Key Responsibilities:</b></div>
<ul><li><b>Service Appointment Coordination:</b> Manage and schedule all service, repair, and maintenance appointments based on customer availability and technician capacity. This includes communicating appointment changes to customers promptly.</li>
<li><b>Customer Issue Resolution &amp; Troubleshooting:</b> Proactively engage with customers to diagnose the underlying causes of service issues through effective questioning and detailed investigation. Collect comprehensive information and documentation, including visual evidence, identification numbers, and thorough problem descriptions, to enable efficient resolution. Provide initial technical support via phone, video communication, or by guiding customers to relevant online resources.</li>
<li><b>Warranty &amp; Non-Warranty Assessment:</b> Focus on clearly differentiating between product-related issues covered under warranty and other issues that are not. Document customer acknowledgment for non-warranty issues and any waived service fees according to policy.</li>
<li><b>CRM &amp; Service Request Management:</b> Meticulously track all service requests, appointments, and customer communications within the in-house CRM system. This includes creating detailed service requests and accurately categorizing all service issues. Diligently document all service call activities in the CRM for historical records. Proactively manage ongoing service cases by monitoring ordered parts, scheduling follow-up visits, and maintaining regular communication with customers regarding resolution timelines.</li>
<li><b>Warranty Claim and Remake Order Processing:</b> Initiate warranty claims with product manufacturers by composing detailed emails with customer information, product details, issue descriptions, photos, and new purchase order numbers. Understand the process for all remake orders.</li>
<li><b>Cross-Departmental Collaboration:</b> Collaborate closely with service and install technicians and product manufacturers to ensure efficient product ordering, scheduling, and problem resolution. Communicate all expectations to fully complete the service or contract with as few appointments as possible.</li>
<li><b>Operational Oversight:</b><ul>
<li>Proactively monitor the progress of service jobs, identifying and resolving any issues or delays to ensure timely completion.</li>
<li>Light inventory management and coordination to gather the necessary materials and equipment for service activities.</li>
<li>Regularly review and address indicators related to \&quot;expected received dates\&quot; in the pipelines, promptly investigating and resolving any delays in customer orders.</li>
</ul></li><li><b>Administrative Support:</b> Provide administrative support to the installation/service team, including data entry and active project notation. This includes maintaining accurate and complete customer records within the CRM, documenting all interactions, and ensuring data integrity throughout the service process.</li>
<li><b>Product &amp; Warranty Knowledge:</b> Possesses a strong understanding of warranty procedures and how they relate to service appointments. Be able to identify and name window parts, understand their function, and troubleshoot common window issues. Understand what is generally not covered under warranty and be able to determine coverage for all product types.</li>
<li><b>Inter-Departmental Collaboration:</b> Work closely and collaboratively with the Install Coordinator to optimize scheduling, share critical customer information, and ensure seamless hand-offs between service resolution and any new installation needs.</li>
<li><b>General Customer Support:</b> Address general customer inquiries and direct calls appropriately, serving as a knowledgeable first point of contact when needed.</li>
</ul><div><b>Qualifications:</b></div>
<ul><li>High school diploma or equivalent; further education or training in business administration or a related field is preferred.</li>
<li>Proven experience (1-2 years) in a coordination or administrative role, ideally in a customer service or service-oriented industry.</li>
<li>Exceptional communication skills, both verbal and written, with a strong emphasis on empathy and customer satisfaction.</li>
<li>Strong organizational abilities and time management, capable of handling multiple service requests concurrently.</li>
<li>Possesses confidence and quickly adapts to new software and CRM/scheduling systems.</li>
<li>A keen attention to detail and a commitment to accurate record-keeping.</li>
<li>A proactive problem-solver with strong adaptability and de-escalation skills.</li>
<li>Ability to work both independently and collaboratively within a team environment.</li>
<li>Prior knowledge of window parts, warranty procedures, or industry standards is a plus, but not required.</li>
</ul><div><b>Physical Demands:</b> This is primarily an office-based role, requiring prolonged periods of sitting/standing at a desk and extensive computer use. Occasional light lifting (up to 25 lbs) may be required.<br>
</div><div><b>Benefits:</b></div>
<ul><li>Health insurance</li>
<li>Retirement savings plan</li>
<li>Paid time off and holidays</li>
<li>Opportunities for career advancement and professional development</li>
</ul><div>Window World of Indianapolis is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.</div></div></div>

Service Coordinator

Indiana University Health

<div><div><div><div><h1 class="jobSectionHeader"><b>Coordinator-Administrative - Gateway Plaza</b></h1>
</div></div><div></div><div><h2 class="jobSectionHeader"><b>Job Description</b></h2>
<div><p><b>Overview</b>
</p><p><b>Schedule:</b> Full Time Day Shift</p><p><b>
Work Location:</b> Gateway Plaza</p><p><b>
Department Supported:</b> Public Safety</p><p></p><p><b><br>
Primary Responsibilities:</b></p><p>
Provides standard administrative and technical support to directors/senior level leadership. Manages director/senior leader-level calendars, meeting logistics, and travel arrangements with high autonomy. Ensures quality customer service and professional representation of the team and the department. Processes invoices and expense reports, and handles inquires, as appropriate, across supported teams. Coordinates department-wide strategic initiatives, including project tracking and reporting. Manages work with limited guidance and direction. Identifies and resolves administrative and operational challenges. Assists with preparation of high-quality presentations, reports, and correspondence for internal and external stakeholders. Assures accuracy and availability of office records, files, resource data, various reports, basic budget oversight, etc. Trains and guides junior administrative staff and may delegate and oversee their day-to-day work. Exercises sound independent judgement, anticipates potential issues and challenges, and recognizes the specific needs of their director/senior leader(s).</p><p></p><p><b><br>
Requirements:</b></p><ul><li>
Bachelor's Degree or equivalent years of experience is required.</li><li>
Requires 3-5 years of relevant experience.</li><li><p>
Requires intermediate experience in receiving, analyzing, and interpreting complex data and information.</p></li><br>
<p></p><li>
Requires advanced proficiency in MS office (Word, PowerPoint, Excel).</li></ul><p></p><p><b><br>
Preferred:</b></p><ul><li>
Experience with a matrix organization and complex work environment is preferred.</li></ul><br>
</div><p></p><div><p>We are an equal opportunity employer. IU Health does not discriminate on the basis of race, color, religion, sex, sexual orientation, age, disability, genetic information, veteran status, national origin, gender identity and/or expression, marital status or any other characteristic protected by federal, state or local law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.</p>
</div></div></div><div></div><div><div><div><p>Indiana University Health is Indiana&rsquo;s most comprehensive health system, with 15 hospitals and nearly 40,000 team members serving Hoosiers across the state. Our partnership with the Indiana University School of Medicine gives our team members access to the very latest science and the very best training, advancing care for all. We&rsquo;re looking for team members who share the things that matter most to us. People who are inspired by challenging and meaningful work for the good of every patient. People who are compassionate and serve with a purpose. People who aspire to excellence every day. People who are always ready to apply themselves.</p></div></div></div></div>

Coordinator-Administrative - Gateway Plaza

Indianapolis Airport Authority

<p></p><div><ul><li><i>#1 Airport in North America and Indiana Chamber's Best Places to Work!</i></li><li><i>
Paid Childcare Reimbursements up to $10k/year, per child.</i></li><li><i>
Paid Tuition Assistance up to $5,250/year</i></li><li><i>
Generous Medical, Dental, Vision and RX</i></li><li><i>
Free Healthcare through Marathon Health</i></li><li><i>
Pet Insurance</i></li><li><i>
Up to 5% Match Retirement Plan</i></li><li><i>
Generous Paid Time Off Programs &amp; MORE!</i></li></ul><br>
<p></p>
<p><b>
GENERAL SUMMARY</b></p>
<p>
This position is responsible for the coordination and support of environmental and sustainability activities, but not limited to scheduling appointments, composing memos, generating reports, assisting on projects, coordinating submission of environmental regulatory reports, document management, and preparing and monitoring invoices and expense reports. The incumbent in this position will have initiative, good judgment, good communication (interpersonal, grammar, telephone skills) and organizational skills. This position interfaces with team members, inside customers and outside visitors on a regular basis.</p><br>
<p></p>
<p>
The Program Coordinator will primarily support the Director of a division. This position is a very active, hands-on position which requires the incumbent to be a self-starter, multi-tasker, decision maker in a fast-paced environment. This position will provide administrative support, which will involve scheduling appointments with internal and external attendees, accurately communicate with both internal and external parties, filing, composing memos and emails, researching, and creating presentations, generating reports, booking travel and managing expense reports, assisting on projects such as meal planning or special events, preparing and monitoring PO&rsquo;s, invoices and expense reports as well as ordering office supplies when needed. The incumbent in this position will have excellent organizational skills, an ability to be proactive, strong initiative, good judgment, excellent communication (interpersonal, grammar, telephone) skills, and is proactive on all matters. This position will manage confidential documents, create/maintain monthly reports, maintain, and update administrative programs. This position will coordinate submission of environmental regulatory reports and document management. Position will also at times attend staff meetings, take notes, transcribe results, interface regularly with team members, inside customers, and outside visitors on a regular basis.</p><br>
<p>
</p><p>It is imperative and a requirement the Program Coordinator work on multiple projects in coordination with multiple departments and other administrative assistants on a regular basis including calendar management, setting of meeting both internal and external, catering coordination, etc.</p><br>
<p></p>
<p><b>
ESSENTIAL JOB RESPONSIBILITIES</b></p>
<ul><li>
Initiate and provide solutions while making timely decisions.</li><li>
Set priorities and work within various timelines and deadlines.</li><li>
Exercise good judgment.</li><li>
Comprehend, retain, and follow oral and written instructions.
</li><li>Express good communication skills to work successfully with all levels of IAA personnel, the general public, and other government entities.</li><li>
Preparation of meeting minutes and other documents as directed.</li><li>
Coordinate and schedule meetings with internal and external contacts.</li><li>
Facilitate communication between department members and other airport departments.</li><li>
Coordinate meetings, conferences, and training sessions related to environmental initiatives.</li><li>
Maintain organized and up-to-date records and filing systems for environmental projects and compliance documentation.</li><li>
Assist in organizing events and outreach activities related to environmental programs.</li><li>
Ability to follow and - as requested - assist in revising or preparing the Standard Operating Procedures.</li><li>
Ability to act independently and proactively while supporting a multitude of projects and staff.</li><li>
Other duties as assigned.</li></ul><br>
<p></p>
<p><b>
MINIMUM REQUIREMENTS</b></p>
<ul><li>
Two-year degree from an accredited college or university with a degree in Business Administration or related field and a minimum of two (2) years of experience</li><li>
A combination of education and experience that provides the knowledge, skills, and ability to perform the duties of this position</li></ul>
<ul><li>Strong Microsoft Office product skills (Excel, Word, Outlook)</li><li>
Excellent communication skills</li><li>
Strong organization skills</li></ul><br>
<p></p>
<p><b>
PHYSICAL TASKS</b></p>
<ul><li>
Operate a computer keyboard</li><li>
Operate office equipment</li><li>
Climb stairs</li><li>
Walk, sit, stand, stoop, bend</li><li>
See, hear, talk, write</li><li>
Eye-hand coordination</li><li>
File, store</li></ul><br>
<p></p>
<p><b>
COGNITIVE TASKS</b></p>
<ul><li>
Read and comprehend</li><li>
Comprehend, retain and follow oral and written instructions</li><li>
Exercise good judgment</li><li>
Set priorities</li><li>
Effectively communicate</li><li>
Calculate and count</li><li>
Analyze and organize</li><li>
Listen</li><li>
File/sort</li></ul><br>
<p></p>
<p><b>
WORK ENVIRONMENT</b></p>
<ul><li>
Work independently and as a team member</li><li>
Work in an office environment</li><li>
Work with varied and detailed materials</li></ul></div><p></p>

Environmental Program Coordinator

House Buyers of America

<div><p>House Buyers of America is looking for an Executive Assistant. The Executive Assistant will be responsible for supporting our fast paced, growth-oriented CEO. This position requires a minimum of 3 years of experience supporting executives. This position requires a high level of accuracy, attention to detail, and the ability to work independently and solve problems. We are looking for someone who will be available after regular hours when needed and able to handle critical deadlines on a moment's notice. This position is FULLY REMOTE!</p>
<p><b>
What you will do:</b></p>
<ul>
<li>Manage and prioritize the CEO's calendar/schedule.</li>
<li>Manage CEO's inbox to include screening, managing, and responding to emails and incoming communications, ensuring timely responses and prioritizing urgent matters.</li>
<li>Provide executive administrative support for project(s) by performing analyses and preparing appropriate supporting documentation to support and assist the executive leadership team.</li>
<li>Coordinates adherence to deadlines and completion of special projects, correspondence, and reports. Provides executive administrative support by developing and refining presentations as required by members of the executive leadership team.</li>
<li>Plan and organize meetings.</li>
<li>Sit in on meetings and report back to CEO and communicate CEO priorities in meetings.</li>
<li>Bid out vendors and key resources needed by company. Negotiate the best pricing and terms.</li>
<li>Assists with development and preparation of various reports and schedules under the direction of the assigned Executive or department professionals.</li>
<li>Compose, edit, and proofread correspondence, contracts, reports and/or presentations.</li>
<li>Responsible for updating task management software for key action items.</li>
<li>Responsible for communication support across the practice area.</li>
<li>Compile meeting agendas and minutes as needed.</li>
<li>Perform routine administrative tasks such as filing and drafting correspondence.</li>
<li>Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.</li>
<li>Prepare responses to correspondence containing routine inquiries.</li>
<li>Maintain strict confidentiality of the company and executive information.</li>
<li>Occasionally interview candidates.</li>
<li>Performs various administrative functions as requested.</li>
</ul>
<p><b>About You:</b></p>
<ul>
<li>3+ years of related experience as an executive assistant</li>
<li>10+ years of administrative experience</li>
<li>Strong communication skills (both written and verbal)</li>
<li>Strong skills within MS Office Suite</li>
<li>Ability to develop presentations and materials that are client and/or executive management ready</li>
<li>Associate's degree from an accredited university required; Bachelor's degree from an accredited university preferred</li>
</ul>
<p><b>Why we are a great place to work:</b></p>
<ul>
<li>Our company is FULLY REMOTE</li>
<li>Our awesome company culture includes: competitive pay great benefits, great people, casual dress, team events, work hard/ play hard environment</li>
<li>2025 Revenue is up 60% year over year compared to 2024</li>
<li>2025 Ratified acquisitions are up 70% year over year compared to 2024</li>
<li>Q4 2025 sales are up 100% compared to Q3 2025</li>
<li>Q4 2025 revenue is up 152% compared to Q4 2025</li>
<li>Q4 Ratified acquisitions are up 64% compared to Q4 2025</li>
<li>We are continuing our nationwide expansion, now operating in 44 states plus Washington, DC.</li>
</ul>
<p><b>House Buyers of America</b> is a leading national home-buying company helping homeowners sell with confidence through a <b>simple, transparent, and hassle-free process</b>. Founded in 2001 and operating in <b>44 states</b>, the company blends decades of real estate expertise with <b>technology-driven operations</b> to deliver <b>speed, certainty, and consistent outcomes</b>. House Buyers of America has been recognized for its industry impact, including <b>Ernst &amp; Young Entrepreneur of the Year</b> and inclusion on the <b>Inc. 5000</b> list of America's fastest-growing companies.</p>
<p>
House Buyers is an equal opportunity employer and does not discriminate by sex, creed, race, or by age. www.HouseBuyersOfAmerica.com</p>
<p>
Total Compensation Range: $60,000- $100,000/ year</p></div>

Executive Assistant (Remote)

MacAllister Machinery Company, Inc.

<div><p><b>Description</b>
</p><p><b>Position Summary</b></p><p>
This position is responsible for providing broad variety of day-to-day administrative support for assigned Divisional Leader and management team. This role involves managing schedules, coordinating meetings, handling correspondence, preparing reports, and managing information flow between various stakeholders.</p><p><b>
Position Duties/Responsibilities</b></p><p>
Primary Responsibilities:</p><ul><li>
Manage daily tasks of assigned managers and divisional leaders.</li><li>
Arrange and attend meetings, including taking detailed notes/minutes.</li><li>
Assist with compiling information, communications, presentations, and projects.</li><li>
Manage travel arrangements as needed. Inclusive of, but not limited to booking, hotel, dining, and rental car reservations.</li><li>
Manage phone calls, schedule appointments, and organize calendars to ensure efficiency and that priorities are met.</li><li>
Review and organize regular correspondence.</li><li>
Assist in the preparation of regularly scheduled reports.</li><li>
Submit and reconcile expense reports.</li><li>
Greet visitors and provide general support.</li><li>
Assist other administrative assistants by assisting with or taking on work in order to keep projects on schedule.</li></ul><p>
Supervisory Responsibilities:</p><ul><li>
No May be responsible for assigning tasks to staff and supervising work.</li></ul><p><b>
Position Requirements</b></p><p>
Required:</p><ul><li>
High School diploma or GED</li><li>
5+ years of proven experience as an administrative assistant</li><li>
Experience with MS Office products</li><li>
Significant experience in office management and daily office operations</li></ul><h4 class="jobSectionHeader"><b>
Knowledge, Skills, And Abilities</b></h4><p>
The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.</p><ul><li>
Excellent verbal and written communication skills with people at all levels of the company, customers, and outside vendors/consultants</li><li>
Excellent organizational, time management, and multi-tasking skills with high attention to detail</li><li>
Excellent analytical skills, including the ability to interpret and apply policies, procedures, guidelines, financial reporting and laws.</li><li>
Ability to work in a fast-paced, high-pressure, deadline driven environment.</li><li>
Strong leadership skills, including creative thinking, decision making, goal setting and delivering results on projects and assignments.</li><li>
Strong interpersonal skills and ability to manage conflict in a win/win style</li><li>
Strong computer skills including experience with Microsoft Office (Outlook, Word, Excel, and PowerPoint), and the ability to learn CAT/MacAllister/Michigan Cat systems.</li><li>
Professional demeanor with both internal and external personnel including personal appearance and friendly, courteous treatment of peers, subordinates and people at all levels inside and outside the organization.</li><li>
Ability to respond to and handle confidential business and personal information/documents with poise, tact, and diplomacy.</li></ul><p><b>
Other Requirements of Position</b></p><ul><li>
Works under limited supervision. Independently determines the approach to take and the methods to use. Interprets policy in terms of objectives. Informs manager of unusual situations with far reaching implications.</li><li>
Major responsibilities typically require creativity and latitude. Employee typically operates with specific objectives but often few written or unwritten procedures as guidelines. Some policies or precedents for action exist.</li></ul><p>
The duties and responsibilities outlined in this posting are not exhaustive and may evolve based on business needs.</p><p>
All MacAllister Machinery companies are an Equal Employment Opportunity Employer, including Disabled and Veteran applicants.</p></div>

Assistant - Administrative II

State of Indiana

<p></p><div><div><div><div><div><b>Date Posted: </b>Feb 19, 2026
</div></div></div></div><div><div><div><div><b>Requisition ID: </b>473004
</div></div></div></div><div><div><div><div><b>Location:
</b>Indianapolis, IN, US, 46204<br>
</div></div></div></div><div></div><div><div><div><div><div><b>Work for Indiana</b></div><div></div><div><div><br>
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.</div></div><div></div><div><b><br>
Indiana Department of Environmental Management (IDEM):</b><br>
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.</div><div></div><div><b><br>
Role Overview
</b></div><div>As an Administrative Assistant in IDEM&rsquo;s Air Permits Branch, the person in this position will plan, organize, and perform a variety of administrative activities related to air permitting. Primary responsibilties are:</div><ul><li>
Plan, organize, and perform a variety of administrative activities related to air approvals, including notifying internal and external parties of draft, proposed, and final permit actions according to established Standard Operating Procedures.</li><li>
Convert assigned documents from various electronic formats to PDF format.</li><li>
Enter a wide variety of information into Air Permits Tracking Database.</li><li>
Coordinate with staff to post Legal Notices to IDEM website</li><li>
Maintain Database for Permits Notification List</li><li>
Retrieve documents from SharePoint, copy them to the appropriate areas, and complete tasks following SharePoint protocols</li><li>
Make electronic documents available to the public using several repositories, which include: Virtual File Cabinet, Internet, SharePoint, and Shared drive.</li></ul><div><b><br>
Salary Statement</b>:</div><div>
The salary for this position traditionally starts at $31,668.00 but may be commensurate with education or work experience.</div><div></div><div><div><div><div><b><br>
A Day in the Life:</b></div>
</div><div><div>
The essential functions of this role are as follows:</div>
<ul><li>Provides a wide range of administrative assistance to a department or division of a state agency.</li>
<li>Acts as liaison between program or department administration, state agencies, and interested parties.</li>
<li>Provides routine policy interpretation and related decisions to interested parties.</li>
<li>Researches and prepares various reports for supervisor.</li>
<li>Prepares and processes correspondence and verbally communicates with the public or other agency representatives. Directs incoming correspondence to the appropriate individual.</li>
<li>Reviews and inspects incoming documents for accuracy, completeness, and to ensure compliance with applicable federal, state, and local rules and regulations. Obtains necessary approvals if needed.</li>
<li>Provides technical guidance and composes manuals for agency personnel.</li>
<li>Coordinates clerical and administrative functions.</li>
</ul>
<div>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.
</div></div></div><div><div><div><b>What You'll Need for Success:</b></div>
</div><div><div>
Individuals in this role should minimally be able to articulate or demonstrate the following:</div>
<ul>
<li>General knowledge of office administrative functions, theories, and principles.</li>
<li>Working knowledge of research techniques and report composition.</li>
<li>Working knowledge of functions of other departments and agencies and their impact on the department.</li>
<li>Effective written and verbal communication skills.</li>
<li>Attention to detail and proofreading skills.</li>
<li>Organizational skills with the ability to prioritize tasks effectively and multitask.</li>
<li>Ability to use Microsoft Office Suite (Word, Excel, Outlook).</li>
<li>Ability to analyze procedures and policies and writes procedural manuals to recommend improvements.</li>
<li>Ability to coordinate the work of the section staff.</li>
<li>Ability to maintain cooperative work relationships.</li>
</ul>
<div><b>A degree is not required. However, a High School Diploma or High School Equivalent (HSE) and at least 3 years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.</b></div>
<div>
Individuals should have the ability to perform essential functions with or without reasonable accommodation.</div></div></div></div><div></div><div><b><br>
Benefits of Employment with the State of Indiana:</b></div><div>
The State of Indiana offers a comprehensive benefit package for full-time employees which includes:</div><ul><li>
Three (3) medical plan options (including RX coverage) as well as vision and dental plans</li><li>
Wellness Rewards Program: Complete wellness activities to earn gift card rewards</li><li>
Health savings account, which includes bi-weekly state contribution</li><li>
Deferred compensation 457(b) account (similar to 401(k) plan) with employer match</li><li>
Two (2) fully-funded pension plan options</li><li>
A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:<ul><li>
150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers</li><li>
Up to 15 hours of paid community service leave</li></ul></li><li>
Combined 180 hours of paid vacation, personal, and sick leave time off</li><li>
12 paid holidays, 14 on election years</li><li>
Education Reimbursement Program</li><li>
Group life insurance</li><li>
Referral Bonus program</li><li>
Employee assistance program that allows for covered behavioral health visits</li><li>
Qualified employer for the Public Service Loan Forgiveness Program</li><li>
Free Parking for most positions</li><li>
Free LinkedIn Learning access</li></ul><div></div><div><b><br>
Equal Employment Opportunity:</b></div><div>
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.</div></div></div></div></div></div><p></p>

Administrative Assistant

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