Facilities Management Administrative Assistant

Facilities Management Administrative Assistant

Requisition

Location:

Indianapolis, IN, US, 46259

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.

IDOA helps to ensure the smooth function of state government, finding efficient and effective solutions to government-wide needs.

The IDOA Facilities Management Administrative Assistant supports our internal and external customers by providing positive attitude and outstanding service and support. This position welcomes customers visiting our front office and monitors the Facilities work order requests via phone, email and our Maintenance Care work order system. The Admin Assistant requires a knowledge of all State Agencies and a working knowledge of Building, Grounds and Custodial maintenance practices to dispatch work orders to the correct maintenance team.

The Admin Assistance produces monthly reports exported from Maintenance Care and utilized Excel Pivot Tables to create the reports. This position will also be required to provide Admin support for Facilities Maintenance projects.

The salary for this position traditionally starts at $34,216.00 but may be commensurate with education and work experience. Use our Compensation Calculator to view the total compensation package.

The essential functions of this role are as follows:

• Works as a professional staff assistant within a state agency or organization performing multiple administrative tasks.
• Researches and prepares various reports on agency programs and/or procedures.
• Prepares and maintains procedural manual for agency functions.
• Reviews policies, plans and procedures for administrative soundness.
• Coordinates the work of various sections of the agency or department.
• Answers inquiries from the public concerning policy and procedures in assigned area.
• Makes recommendations to administrator about procedures and methods to improve efficiency and effectiveness.
• Monitors and documents activity occurring in their respective department to ensure compliance with applicable federal, state, and local rules and regulations.

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.

Individuals in this role should minimally be able to articulate or demonstrate the following:

• Specialized knowledge of the basic principles and theories of administrative management.
• Working knowledge of research techniques and report composition.
• Effective written and verbal communication skills.
• Attention to detail and proofreading skills.
• Organizational skills with the ability to prioritize tasks effectively and multitask.
• Ability to use Microsoft Office Suite (Word, Excel, Outlook).
• Ability to analyze procedures and policies and write procedural manuals and recommend improvements.
• Ability to coordinate the work of section staff.
• Ability to maintain cooperative work relationships.

A degree is not required. However, a High School Diploma or High School Equivalent (HSE) and at least 4 years of experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Individuals should have the ability to perform essential functions with or without reasonable accommodation.

This role may be utilized in a supervisory capacity based on agency needs.

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…