Office Administrator

Office Administrator Date Posted: Jan 2, 2024 Requisition ID: 435752 Location: Indianapolis, IN, US, 46204 Work for Indiana Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day. At the State of Indiana, we don’t just talk about diversity and inclusion - Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process, as well as perform the essential functions of a role. Next Level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below. About the Office of Community and Rural Affairs (OCRA): OCRA works with local, state, and national partners to provide resources and technical assistance to aid communities in shaping and achieving their vision for community and economic development. Salary Statement: The salary for this position traditionally starts at $42,900 but may be commensurate with education or work experience. Role Overview: The Office Administrator serves as a key resource to the Office of Community and Rural Affairs (OCRA), supporting the full OCRA team in a wide array of responsibilities. This position represents the interests of the State of Indiana, the Lt. Governor, and OCRA. This position is responsible for coordinating meetings, speaking engagements, workshops, and training, and updating and maintaining operations policy manuals. The Office Administrator also provides administrative support to staff for all OCRA programs, projects, and events. The Office Administrator provides excellent customer service and responsive communication to all internal and external customers and is organized and well-versed in written and verbal communication. The Office Administrator reports directly to the OCRA Chief Operating Officer. A Day in the Life: The essential elements of the job duties:

Coordinate and schedule meetings, speaking engagements, etc;

Set up and serve as support for technology for internal/external meetings;

Create and collect data from surveys;

Become knowledgeable of OCRA programs as well as community and partner dynamics;

Manage OCRA-hosted training and conference registration as well as sponsorship processes including collection of fees;

Assist with external conference/workshop registrations for the OCRA team, in collaboration with the Business Office team;

Assist with OCRA team policy and operations training, orientation manual updates, and revisions;

Serve as POC to coordinate event sheets with the OCRA team as well as the Lt. Governor’s team to ensure representation at community events;

Assist with OCRA-related LG advance details and requests;

Assist in vehicle scheduling for the central office team, including state and rental vehicles;

Manage routine maintenance, detailing, and audits on state fleet vehicles;

Assist the OCRA team with in-state and out-of-state travel arrangements in coordination with the Business Office team;

Handle confidential information and discussions with professionalism;

Coordinate with the communications team for meetings, events, and other speaking engagements;

Assist with grant administrator certification and continuing education training;

Set up monthly all-staff meetings on an annual basis, including coordinating meeting space and agenda;

Attend and provide meeting minutes for internal/external meetings;

Reserve meeting space and conference lines for the OCRA team;

Work closely with the Business Office team to order supplies, business cards, update phones and other IT needs for new employees;

Answer main OCRA line, assist customers by answering questions, routing calls to appropriate staff members, and promptly responding to voicemail.

Open, date stamp, sort, and deliver OCRA mail, including scanning and emailing to regional staff members;

Assist with written and electronic correspondence;

Assist with physical and electronic filing;

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. What You'll Need for Success: You must meet the following requirements to be considered for employment:

Bachelor’s degree or commensurate experience, with a minimum of two years of working experience as an executive and/or administrative assistant or office manager;

Strong verbal and written communication skills;

Consistently provide excellent customer service internally and externally;

Ability to work independently under general direction, be proactive, multi-task, and prioritize workflow;

Attention to detail and high level of accuracy;

Considerable organization and time management skills;

Analytical mindset and independent thinker with strong customer service skills;

Working knowledge of Microsoft Office Suite, considerable knowledge managing calendars, and ability/willingness to learn new software packages as the job requires;

Basic knowledge of OCRA programs and practices and the basic ability to apply that knowledge;

Ability to travel occasionally within the state;

Ability to manage multiple projects and related priorities;

Ability to maintain effective and positive working relationships with OCRA staff and customers.

Supervisory Responsibilities/Direct Reports: This role may provide direct supervision for one or more staff members.Benefits of Employment with the State of Indiana: 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

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

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer and is committed to recruit, select, develop, and promote employees based on individual ability and job performance. Our policy is to provide equal employment opportunity to all people in all aspects of employer-employee relations without discrimination because of race, color, creed, religion, sex, national origin, ancestry, age, sexual orientation, gender identity, physical or mental disability, or veteran status. We will comply with the spirit as well as the letter of all applicable state and federal laws.

If you are a qualified individual with a disability and require reasonable accommodation in completing this application, you can request assistance by contacting the Indiana State Personnel Department at [emailprotected].

The State of Indiana has established a culture that welcomes equity, inclusion, and opportunity for all employees and applicants. We encourage you to apply if you feel you have the transferrable skills to be successful in this position and we look forward to reviewing your application.

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