Facilities Management Administrative Assistant

About the role

The Indiana Department of Administration (IDAOA) helps ensure the smooth function of state government by finding efficient and effective solutions to government-wide needs. The Facilities Management Administrative Assistant supports internal and external customers by providing positive attitude and outstanding service and support.

Responsibilities

• Welcome customers visiting the front office and monitor Facilities work order requests via phone, email, and the Maintenance Care work order system.
• Dispatch work orders to the correct maintenance team based on a knowledge of all State Agencies and a working knowledge of Building, Grounds, and Custodial maintenance practices.
• Produce monthly reports exported from Maintenance Care and utilize Excel Pivot Tables to create the reports.
• Provide administrative support for Facilities Maintenance projects.

Requirements

• 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.

Qualifications

• 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.
• No degree is required.

Skills

• 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.

Benefits

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.
• A Wellness Rewards Program: Complete wellness activities to earn gift card rewards.
• A Health Savings Account, which includes bi-weekly state contribution.
• A 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, including but not limited to: 150 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers.
• Up to 15 hours of paid community service leave.
• Covered vacation, personal, and sick leave time off.
• 12 paid holidays, 14 on election years.
• An Education Reimbursement Program.
• Group life insurance.
• A Free Parking for most positions.
• A Free LinkedIn Learning access.

Pay

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.