Administrative Assistant

Role Overview

The Petroleum Remediation Section Administrative Assistant plays a pivotal part in all administrative tasks related to the section. This includes data entry into the ULCERS system, uploading documents into the Virtual Filing Cabinet, and EPIC as necessary.

This role works closely with a team of twelve project managers who manage sites related to petroleum remediation across the state of Indiana. The role involves frequent communication with both internal and external parties.

Duties and Responsibilities

• Importing and indexing documents in the agency Virtual File Cabinet (VFC) including importing, scanning, and redaction
• Reporting and Tracking - Entering information into Agency databases such as LUST Access Workload Tracking, EPIC and ULCERS in addition to generating customized reports
• Document Review - Review and prep project manager and section chief letters for proper style and grammar prior to sending
• Initial Incident Coordinator - Perform and document duties associated with Initial Incident Tracking for LUST, ICP, and Petro Sites. Drafts initial correspondence and documents release reports in VFC, ULCERS, and EPIC
• Creating and managing staff meeting notes - Draft and modify staff meeting notes as well as distribute and manage records
• Creating and managing agendas, travel plans, and appointments for the section chief
• General support to project management staff and the section chief
• Branch AA Backup - Provides backup for other Petroleum Branch administrative assistants to ensure that branch goals are met

Qualifications

• 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.

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
• Deferred compensation 457(b) account (similar to 401(k) plan) with employer match
• Two (2) fully-funded pension plan options
• A robust, comprehensive program of leave policies covering a variety of employee needs
• Group life insurance
• Free Parking for most positions
• Free LinkedIn Learning access

Equal Employment Opportunity

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance.