Administrative Assistant

State of Indiana - Indianapolis, IN

Full-time - Entry Level

Hybrid - Indianapolis, IN

Executive, Legislative, and Other General Government Support

About the position

Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a diverse 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. The Indiana Bureau of Motor Vehicles has been named one of Indiana's 2023 Top Workplaces by its employees. The BMV's mission is to serve all Hoosiers by providing best-in-class driver and vehicle services in a timely and accurate manner while ensuring security and transparency. The BMV team works throughout the state of Indiana and is dedicated to fostering an environment where we invest in our employees, engage our customers, provide sustainable systems, and embrace product innovation.

Responsibilities

• Manage the commissioner's schedule to maximize efficiency and effectiveness.
• Determine the responsibilities and deadlines for the Commissioner and senior staff to efficiently assist in meeting BMV goals and objectives.
• Organize programs, meetings, events, and conferences by arranging facilities, caterers, invitations, speakers, and budgets.
• Effectively communicate with the Lead Team about current issues and ensure projects and action items are completed in a timely manner.
• Screen incoming calls and correspondence and then respond or route the appropriate individuals.
• Prepare agendas, notices, and minutes for meetings.
• Provide direct administrative support to an executive administrator of an agency.
• Perform administrative duties that involve a high degree of discretion in the interpretation, application, and execution of agency and department policies and programs.
• Work with agency and state administrators, legislators, private companies, and the general public on routine and non-routine problems.
• Prepare administrative rules and procedures for the executive administrator and/or board or commission.
• Review operating practices and procedures to determine whether improvements can be made in workflow, reporting procedures, or expenditures.
• Coordinate and direct office services, such as records, departmental finances, budget preparation, and personnel issues to aid executives.
• Manage and maintain executive schedules and travel arrangements.

Requirements

• Master's degree with 3+ years of experience, or
• Bachelor's degree with 5+ years of experience, or
• Associate's degree with 7+ years of experience, or
• At least 8+ years of experience applying the below, with 2 years in an administrative, leadership, managerial, or supervisor capacity.
• Broad knowledge of theories, principles, practices, and methodology of administrative management.
• Broad knowledge of department charge and programs.
• Specialized knowledge of state government administrative structures.
• Attention to detail and proofreading skills.
• Organizational skills with the ability to prioritize tasks effectively and multitask.
• Effective verbal and written communication skills.
• Ability to communicate complex theories and principles verbally and in writing.
• Ability to coordinate and motivate diverse, professional, and support personnel.
• Ability to be creative in developing alternatives to meet the department's needs.
• Ability to maintain cooperative work relationships.
• Able to perform essential functions with or without reasonable accommodation.

Benefits

• 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
• Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities
• Deferred compensation 457B account (similar to 401k plan) with employer match
• Two (2) fully-funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to: 150 hours of paid new parent leave, Up to 15 hours of paid community service leave, Combined 180 hours of paid vacation, personal, and sick leave time off, 12 paid holidays, 14 on election years
• Education Reimbursement Program
• Group life insurance
• Referral Bonus program
• Employee assistance program that allows for covered behavioral health visits
• Qualified employer for the Public Service Loan Forgiveness Program
• Free Parking for most positions
• Free LinkedIn Learning access