Role: IN-DWD-Administrative Assistant Location: 10 N. Senate Ave., Room SE302 Indianapolis, IN 46204 - Onsite Position is on-site, Monday thru Friday, 7.5H days. Initial engagement is for 3 months with a high likelihood of extending further. This position is part of the Executive team and will be expected to carry themselves with a higher level of professionalism. Business appropriate attire is required. Interview Process: Webcam only Experience : 8 yearsJob Description: The essential functions of this role are as follows:
- Provides direct administrative support to an executive administrator of an agency.
- Performs a variety of administrative duties that involve a high degree of discretion in interpretation, application, and execution of agency and department policies and programs.
- Works with a wide range of agency and state administrators, legislators, private companies, and the general public on routine and non-routine problems.
- Prepares administrative rules and procedures for executive administrator and/or board or commission.
- Reviews operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
- Coordinates and directs office services, such as records, departmental finances, budget preparation, and personnel issues to aid executive.
- Manages and maintain executive's schedules and travel arrangements.
- Some essential functions of this position may be performed onsite at the agency's worksite or other assigned worksites while some essential functions of this position may be eligible for work from home authorization in accordance with policy. Remote work authorization is not automatic and is dependent upon operational needs and agency approval.
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 with or without notice. The ideal candidate in this role should minimally have either
- a Master's degree with 3+ years of experience, or
- a Bachelor's degree with 5+ years of experience, or
- an Associate's degree with 7+ experience, or
- at least 8+ years of experience applying the below, with 2 years in an administrative, leadership, managerial, or supervisor capacity.
Related certifications and coursework may be considered for education or experience.Supervisory Responsibilities/Direct Reports: This role may be utilized in a supervisory capacity based on agency needs. Difficulty of Work: You will be involved with a variety of executive duties within a state agency or facility involving a high degree of discretion in interpretation, application and execution of all agency or department policies and programs. You will exercise extensive judgment and creativity to adapt the agency goals and mission objectives and handle new or complex situations that may impact the organization. Your work involves multiple and complex variables.Responsibility: You will advise the executive administrator on unprecedented matters of major impact to ensure conformity with agency goals and policies. You will receive general agency objectives and goals and be reviewed on overall effective administration in the accomplishment of agency policy and mission. Personal Work Relationships: This individual will be expected to partner with agency personnel and related stakeholders working towards completion of assigned functions. Exceptional customer service is providedto agency partners and/or the general public. Physical Effort: This role performs work in an environment where sitting for extended periods of time could be expected. Working Conditions: This role performs work in a standard office environment.
Skill Matrix: - 8 years exp.as executive/or senior admin. assistant with 2 years exp. in administrative, leadership, managerial or supervisor capacity.
- Ability to work independently and prioritize responsibilities according to agency needs.
- Ability to maintain a high level of confidentiality.
- Proficient w/MS Office to include Excel, Word, PowerPoint, Teams.
- Strong communication skills, both written and verbal.
- Prior experience developing program or department processes, policies and procedures
- Prior experience working in a government program, preferably in an executive or senior admin. role.
- Master's degree w/3 years exp. as executive/or senior admin. assistant with 2 years exp. in admin., leadership, managerial or supervisor capacity.
- Bachelor's degree w/5 years exp. as executive/or senior admin. assistant with 2 years exp. in admin., leadership, managerial or supervisor capacity.
- Associate's degree w/ 7 years exp. as executive/or senior admin. assistant with 2 years exp. in admin., leadership, managerial or supervisor capacity.