Job Posting: Administrative Position

 

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 interview and to 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. Including flexible Remote work!

 

About the Indiana State Department of Health (IDOH):
The Indiana State Department of Health’s mission is to promote and provide essential public health services for a healthier and safer state.
 

Salary:
The salary for this position traditionally starts at $30,082.00 per year but may be commensurate with education and/or experience.

About the Job:

The position provides administrative support to the Center for Deaf and Hard of Hearing Education, with particular focus on financial matters. This position also acts as a primary support for the Deaf Education program.

A Day in the Life:

The essential functions of this role are as follows: 

Performs a wide variety of administrative and clerical functions such as:

• Manage general CDHHE inbox, calendar and email groups
• Send out mass emails on behalf of the Center
• Document preparation, review, and revision
• Assistance with preparation for and scheduling and tracking attendance of Center meetings, including Advisory Committee, and Deaf Education working groups 
• Assisting Deaf Education program with setting up and management of database files
• Assist Deaf Education program in overseeing contract process, monitoring and collecting IEPs, audiograms and progress monitoring reports for students receiving our contractual services, saving relevant information in child files
• Organizing, tracking and ordering of office materials to ensure available for Center needs
• Assists staff with travel and continuing education requests and paperwork
• Works collaboratively with Administrative Services, Finance, Grants and other IDOH departments to ensure that work that needs to be completed receives appropriate attention and resolution
• Oversee file retention procedures- ensuring completion by each program area/file type 
• Provides back-up to other administrative assistants as needed- specifically phone and door coverage during Center hours  

Performs a wide variety of financial functions such as: 

• Manages requisitions (collecting quotes, entering reqs, overseeing approvals, ordering, logging arrival of items) 
• Facilitates budget tracking activities, including travel, continuing education and equipment/supply orders
• Manages billing related to Deaf education contracts- from collection of service time logs and service documents to invoice creation and distribution to documenting of payments 
• Communicates with Director and Finance Manager consistently regarding requisitions, travel, contract invoicing and other items involving funds
   

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.  

What You'll Need for Success:

You must meet the following requirements to be considered for employment: 

• Ability to establish priorities, set deadlines and manage multiple tasks related to office administration 
• Ability to analyze complex problems and make sound resolutions of problems
• Ability to anticipate problems that would create barriers to achieving goals and initiate corrective action
• Ability to listen and summarize information and express perceptions and recommendations to the director
• Ability to communicate effectively both verbally and in writing to the director and staff
• Ability to use Microsoft Office applications
• Ability to work well with a diverse staff 
• Strong interest in being part of a team comprised of professionals, parents and deaf and hard of hearing individuals who will work together to create exemplary statewide services and model programming for others to follow

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefits package for full-time employees which includes: 

• Three (3) medical plan options (including RX coverage) as well as vision and dental plans.
• Wellness program (offers a premium discount for the medical plan and gift cards);
• 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.