Administrative assistant for child welfare

Work for Indiana. Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a 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.

About the Department of Child Services: Join a group of passionate, dedicated public servants to support one of Indiana’s most critical missions! The Department of Child Services helps children who are victims of abuse or neglect and strengthens families through services that focus on family support and preservation. We pursue permanency for children and families through reunification, guardianship, and adoption. Our services also encompass foster care, child support, and transitional support for those adjusting to adulthood. Our culture is built upon our MVP foundation:

• Mission: Champion Indiana’s future by protecting children and strengthening families with compassion and determination.
• Vision: Every child in Indiana thrives in a safe, loving, forever home.
• Purpose: Ignite hope. Cultivate joy.

Role Overview: The Administrative Assistant provides high-level administrative, organizational, and operational support to the Deputy Director of Child Welfare Services and multiple Directors overseeing Contracts, Prevention, Licensing, and Project Management. This role requires exceptional professionalism, attention to detail, and strong execution skills to ensure the smooth and timely completion of agency priorities. This is an onsite position in the central DCS offices at the Indiana Government Center in Indianapolis, Indiana.

Salary: 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.

A Day in the Life:

Administrative & Operational Support

• Manage complex calendars for deputy directors, and immediate reports ensuring efficient scheduling, conflict resolution, and proactive prioritization.
• Coordinate meetings, prepare agendas, reserve meeting spaces, and manage technology or virtual meeting setup.
• Draft, edit, and prepare correspondence, reports, presentations, and documentation with a high level of accuracy and clarity.
• Track project timelines, deliverables, and follow-ups to support smooth execution and accountability across Child Welfare Services initiatives.

Organizational & Project Support

• Maintain organized filing systems (electronic and physical) for contracts, licensing documentation, prevention initiatives, and project materials.
• Assist in preparing documentation for audits, program reviews, grant activities, and compliance actions.
• Monitor incoming requests from internal and external partners and route communications appropriately.
• Support data collection, compilation, and basic analysis for reports or leadership updates.

Professional Communication

• Serve as a first point of contact for the Deputy Director’s office, engaging with professionalism, tact, and excellent customer service.
• Communicate clearly and respectfully with stakeholders including DCS staff, community partners, contractors, and leadership.
• Prepare meeting summaries, follow-up notes, and ensure clear communication of next steps.

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:

Preferred

• Prior administrative experience supporting senior leadership in government, human services, or similarly complex environments.
• Experience managing multiple executive calendars.
• Familiarity with DCS systems, policies, and workflows is a strong plus.

Additional qualifications

Organization & Workflow Management

• Demonstrates outstanding organizational skills, including the ability to manage multiple priorities, shifting deadlines, and fast-paced workflows.
• Maintains orderly and accessible records, documents, and communications.

Execution & Reliability

• Follows through on tasks accurately and consistently.
• Anticipates needs and proactively resolves issues before they become problems.
• Handles confidential information with discretion and professionalism.

Professionalism

• Consistently represents DCS with integrity, courtesy, and sound judgment.
• Maintains poise under pressure and effectively navigates complex or sensitive situations.

Technical Proficiency

• Uses Microsoft Office Suite proficiently, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive.
• Comfortable learning new systems and tools used across DCS for documentation, approvals, project tracking, and communication.

A degree is not required. However, 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.

Individuals should have the ability to perform essential functions with or without reasonable accommodation.

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 benefits package for full-time employees that 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
• Deferred compensation 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
• Combined 180 hours of paid vacation, personal, and sick leave time off
• 12 paid holidays, 14 in 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. 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. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.