Administrative Support Manager

Date Posted: Sep 4, 2024

Requisition ID: 448966

Location:

Indianapolis, IN, US, 46202

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 Office of the Inspector General (OIG):

The Indiana Inspector General is responsible for investigating and addressing fraud, waste, abuse, and wrongdoing in any agency within the executive branch of Indiana state government. This includes any authority, board, branch, commission, committee, department, division or other instrumentality of the executive branch of Indiana state government. The Inspector General does not have jurisdiction over the judicial or legislative branches of state government or over local or county government.

The State Ethics Commission has jurisdiction over: (1) a current or former state officer; (2) a current or former employee of a state agency; (3) a person who has a business relationship with a state agency; or (4) a current or former special state appointee. The State Ethics Commission has ultimate authority to interpret the Indiana Code of Ethics.

Role Overview:

The position is the OIG's primary liaison for the State Budget Agency, Department of Administration, and the Office of Technology. The position also ensures that agency staff have the needed resources to complete their job duties. For example, the position ensures that all technology needs are met, that special agents have the vehicles needed to perform their duties, and that all deadlines are met.

Goals and objectives include intake and processing of all hotline complaints, assisting attorneys and agents in tracking cases and providing requested data inquiries, managing all logistical and administrative needs, and serving as the primary liaison for several state agencies.

On any given day this position may be handling multiple issues at the same time. This may include processing multiple hotlines complaints, troubleshooting Time & Labor issues, setting up a new employee, addressing a WEX fuel card that is not working, and providing timely submission of critical budget documents. All of these items are time sensitive and critical to the operations of the office.

This position requires prioritization, organization and multi-tasking skills, as well as careful attention to detail. Many deadlines overlap, which require the ability to prioritize based on extensive knowledge of the agency mission and priorities. Failure to complete duties and meet critical deadlines may result in negative consequences to the OIG, such as employees not being paid on time, leaving a Special Agent stranded without a working vehicle impeding the ability to complete a timely investigation, or an audit finding against the OIG for invoices not being paid on time or for using incorrect chart fields. This position also regularly handles sensitive and confidential information including complaints containing Personal Identifiable Information (PII) and investigative documents. Pursuant to IC 4-2-7-8, disclosing confidential hotline complaints that this position intakes is a class A misdemeanor.

Job Requirements

• Knowledge of agency jurisdiction;

• Knowledge of PeopleSoft 9.2; ability to help co-workers with questions and issues in reporting; onboarding of new employees to the agency;

• Knowledge of IDOA procurement and travel rules, as well as SBOA requirements in processsing invoices; ability to supervise and verify agency asset inventory;

• Ability to understand IOT recommendations/requirements and make decisions in the best interest of the agency; assess and address agency technology needs, ability to make Archer entries;

• Knowledge of CMS; ability to update website with IG reports and disclosures; ensure that website links work;

• Knowledge of agency case tracking system; ability to run reports, collect data and ensure its accuracy; report metrics on agency website and to staff;

• Ability to transcribe interviews for investigations; assist investigators and directors with projects or needs; file fleet inventory paperwork with IDOA; assist Legal Asst with accounts receivable;

• Working knowledge of accounting and budget principles; knowledge of the budget process and required documents; ability to meet strict deadlines; ability to run data and determine past and future spending;

• Ability to comprehend, analyze, interpret and correlate very technical material and make

• recommendations on implementation in current programs;

• Ability to develop and implement new principles and policies and discern any far reaching

• implications;

• Ability to communicate orally and in writing; and,

• Ability to maintain effective working relationships with other State agencies.

  Salary Statement:

  The salary for this position traditionally starts at $42,900.00 but may be commensurate with education or work experience.

A Day in the Life:

The essential functions of this role are as follows:

• Coordinate the financial operations of a state facility including purchasing, cost analysis, allocations, and disbursement of funds.

• Serve on management teams, such as financial committees and represents the facility/agency at state functions.

• Conduct audits and reviews of the processing of requisitions, purchase orders, partial delivery reports, contract invoice vouchers, travel expense vouchers and work orders.

• Coordinate budget data, prepare reports, and monitor budget records or requisitions.

• Establish and implement vendor quotation procedure on purchases.

• Assist in the control and payment of contractual services provided by contractors.

• May recruit, select, onboard, and train employees to ensure role responsibilities and expectations are clearly understood while providing opportunities to continue professional development.

• May set expectations, measure progress, provide ongoing feedback, and evaluate the performance of employees. Ensure work adheres to quality standards, deadlines, and proper procedures.

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:

• Broad knowledge of state and federal procurement laws, rules, procedures, and forms.

• Broad knowledge in accounting, auditing, business administration, fiscal management, personnel administration, procurement, public administration, or related experience.

• Effective communication skills.

• Extensive knowledge of bookkeeping, auditing, department functions and office procedures, operation of office equipment, including PC.

• Advanced proficiency with PeopleSoft.

• Ability to work under pressure, to practice courtesy and professionalism.

• Ability to maintain confidentiality.

• Ability to direct and supervise the work of others.

• Eligible to be bonded and ability to accurately handle money and finances.

• Ability to delegate work, set clear direction, and manage workflow.

• Ability to effectively give feedback, provide guidance or corrective action, coach, and develop employee skillsets.

Supervisory Responsibilities/Direct Reports:

This role may be utilized in a supervisory capacity based on agency needs.

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 [email protected] .

  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.