Administrative Assistant

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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
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The Administrative Assistant 3 (AA3) for the Remediation Services Branch (Branch) provides administrative expertise by responding to information request from the public, other sections within IDEM, and other agencies. The AA3 compiles reports, conducts billing and letters tracking, maintains files, and emails/mails letters and reports generated by the Branch and its Sections. This position must have excellent customer service skills, be proficient in Microsoft Office and Adobe Acrobat Pro, and be detail oriented.

Salary Statement
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The salary for this position traditionally starts at $37,648.00 but may be commensurate with education or work experience.

• Reviews organizational structure and administrative functions of assigned program area to recommend changes to promote efficiency and effectiveness.
• Responsible for coordinating/administrating clerical responsibilities for the Remediation Services Branch.
• Responds to information requests from the public and staff.
• Administrates staff functions in support of program area.
• Prepares administrative reports on program area assigned.
• Locates and complies data, and collates material for special projects and reports. Processes and maintains detailed paperwork and files relating to function of unit.
• Creates and maintains accurate appointment calendars.
• Provides program assistance including: contacts packet updates, mailing creations and coordination, tracking, notifications, billing and assisting with the publishing of public notices.
• Responsible for timely and accurately indexing, scanning, and uploading files into the Virtual File Cabinet (VFC) as assigned.
• Assists Branch Chief and E7’s as needed for special projects.
• Complete all general and special projects assigned by the Branch/Sections Chiefs within the specified time period to a high standard.
• Performs related duties as assigned.

• Broad knowledge of the theories, principles, practices, and methodology of administrative management with at least 6-months of prior administrative work experience.
• Broad knowledge of IDEM and the Office of Land Quality.
• Knowledge of state government administrative structures.
• Ability to coordinate and motivate diverse, professional, and support personnel.
• Ability to be creative in developing procedures to meet office needs.
• Ability to work on multiple tasks simultaneously and effectively.
• Ability to effectively communicate complex theories and principles to a broad spectrum both orally and in writing.
• Ability to maintain collaborative and cooperative work relationships.

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 to401(k)…