Administrative Assistant

Work for Indiana

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

As an Administrative Assistant in IDEM'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:

* 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.

* Convert assigned documents from various electronic formats to PDF format.

* Enter a wide variety of information into Air Permits Tracking Database.

* Coordinate with staff to post Legal Notices to IDEM website

* Maintain Database for Permits Notification List

* Retrieve documents from SharePoint, copy them to the appropriate areas, and complete tasks following SharePoint protocols

* Make electronic documents available to the public using several repositories, which include:
Virtual File Cabinet, Internet, SharePoint, and Shared drive.

Salary Statement:

The salary for this position traditionally starts at $31,668.00 but may be commensurate with education or work experience.

A Day in the Life:

The essential functions of this role are as follows:

* Provides a wide range of administrative assistance to a department or division of a state agency.

* Acts as liaison between program or department administration, state agencies, and interested parties.

* Provides routine policy interpretation and related decisions to interested parties.

* Researches and prepares various reports for supervisor.

* Prepares and processes correspondence and verbally communicates with the public or other agency representatives. Directs incoming correspondence to the appropriate individual.

* 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.

* Provides technical guidance and composes manuals for agency personnel.

* Coordinates clerical and administrative functions.

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.

What You'll Need for Success:

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

* General knowledge of office administrative functions, theories, and principles.

* Working knowledge of research techniques and report composition.

* Working knowledge of functions of other departments and agencies and their impact on the department.

* 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 writes procedural manuals to recommend improvements.

* Ability to coordinate…