Program Support Specialist

2 weeks ago

Marquand, Missouri, United States State of Indiana Full time
Job Summary

The State of Indiana is seeking a highly organized and detail-oriented Program Support Specialist to join the Office of Judicial Administration. This role will provide administrative support to ensure the efficient function of programs, initiatives, and activities conducted by the Justice Services Division.

Key Responsibilities
  • Provide administrative support to ensure the efficient function of programs, initiatives, and activities conducted by the Justice Services Division.
  • Serve as primary administrative point of contact and support for the Division.
  • Screen calls, maintain accurate distribution/contact lists, respond to correspondence as appropriate.
  • Track calendars to coordinate and prepare for internal and external meetings, appointments, and conferences.
  • Prepare and set up for meetings, including sending invitations and tracking responses, room reservations, lobby notices, assembling materials, operating technology, ordering and setting up food and refreshments.
  • Take meeting notes/minutes, prepare for distribution, and distribute when requested.
  • Draft correspondence and review documents and presentations.
  • Create handouts/infographics.
  • Create registration or survey forms using Wufoo, track, aggregate, and report responses.
  • Serve as point of contact for reviewing invoices and processing for payment.
  • Assist in planning, preparation, and execution of training and conference events, including development of agenda, content, presenters/speakers, materials, and logistics management.
  • Track completion of reporting requirements submitted to the Division.
  • Organize and maintain distribution and storage of publications.
  • Maintain training records for all trainings initiated or contracted by the Division.
  • Additional duties as assigned.
Requirements
  • Integrity: Exercise discretion in handling confidential information and materials.
  • Professionalism: Interact with all persons in a respectful manner, maintain business-like appearance, and promote harmony in the workplace.
  • Organization: Manage assignments to ensure all tasks are completed within deadlines.
  • Customer Service: Act as a liaison when interacting with management, staff, internal, and external stakeholders to provide program-specific information, answer questions, and address issues/problems raised.
  • Communication: Communicate effectively and respectfully with team members, supervisors, and staff in other divisions of the Office of Judicial Administration.
  • Problem Solving: Identify problems and review related information to develop and implement solutions.
  • Technology and Tool Usage: Learn and adapt to new technologies within the Microsoft Suite as well as Supreme Court systems.
Benefits

The State of Indiana offers a comprehensive benefits package for full-time employees, including medical, vision, and dental plans, wellness program, health savings account, deferred compensation 457B account, two fully funded pension plan options, and a robust leave policy.

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