Easter Seals Jobs

Administrative Assistant

Date Posted: Jan 28, 2025

Requisition ID: 455603

Location:

Plainfield, IN, US, 46168

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.

At the State of Indiana, we don’t just talk about diversity and inclusion—we make it our goal to create a welcoming, accessible, and equitable workplace with a workforce that is representative of Indiana's 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.

About the Indiana Department of Homeland Security (IDHS):

The Indiana Department of Homeland Security (IDHS) leads Indiana's emergency planning and operations, first responder training, and fire and building safety. The agency hosts state-level training exercises each year and certifies thousands of first responders. IDHS also supports the state Emergency Operations Center (EOC), which leads response and coordination efforts for large-magnitude incidents.

IDHS is also designated as the State Administrative Agency for Federal Emergency Management Agency (FEMA) and U. S. Department of Homeland Security (DHS) grants within Indiana. These funds provide financial and technical assistance to local governments, non-profit organizations, individuals, and families to reduce the actual or potential risk of loss of life or property across Indiana.

Role Overview:

You will serve as the Executive Secretary for the Fire & Public Safety Academy. This position provides professional assistance and administrative support to the State Fire Academy Director. You will provide assistance to Academy Section Chiefs as needed.

Responsibilities:

• May perform analyses of business issues, prepare project reports, and develop proposals to implement changes in program processes and procedures.

• Will provide consultation with and direction to staff concerning operational matters and business practices to ensure financial practices are in compliance with state/federal policies, procedures, and strategic plans.

• Will prepare short and long-range schedules for the academy budgets, and provide evaluation regarding the effectiveness and attainment of goals for the Academy.

• Will manage funding allotments for the Academy as assigned including contract development, prioritization of funding expenditures, and budget planning.

  Salary Statement:

  The salary for this position traditionally starts at $31,668.00 but may be commensurate with education or work experience.

A Day in the Life:

​​The essential functions of this role are as follows:

• Provides a wide range of administrative assistance to a department or division of a state agency.

• Acts as liaison between program or department administration, state agencies, and interested parties.

• Provides routine policy interpretation and related decisions to interested parties.

• Researches and prepares various reports for supervisor.

• Prepares and processes correspondence and verbally communicates with the public or other agency representatives. Directs incoming correspondence to the appropriate individual.

• Reviews and inspects incoming documents for accuracy, completeness, and to ensure compliance with applicable federal, state, and local rules and regulations. Obtains necessary approvals if needed.

• Provides technical guidance and composes manuals for agency personnel.

• Coordinates clerical and administrative functions.

​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:

The ideal candidate in this role should minimally have a

• High School Diploma or equivalent

• 3 years full time experience performing administrative support, bookkeeping, office management, or related experience.

Related certifications and coursework may be considered for education or experience:

• General knowledge of office administrative functions, theories, and principles.

• Working knowledge of research techniques and report composition.

• Working knowledge of functions of other departments and agencies and their impact on the department.

• 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 writes procedural manuals to recommend improvements.

• Ability to coordinate the work of the section staff.

• Ability to maintain cooperative work relationships.

• Able to perform essential functions with or without reasonable accommodation.

  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 recruiting, selecting, developing, and promoting 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 accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.

  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.

  Current Employee? Click here (https://performancemanager8.successfactors.com/sf/careers/jobsearch?bplte_company=indianaoff) to apply.