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State of Indiana Program Support Specialist in Indianapolis, Indiana

Program Support Specialist

Date Posted: May 25, 2023

Requisition ID: 425923


Indianapolis, IN, US, 46204

About the Indiana Supreme Court - Office of Judicial Administration (OJA):

The Office of Judicial Administration is responsible for the efficient administration of all agencies that operate under the direction of the Chief Justice and the Supreme Court. That includes 200 personnel; fiscal management; communication; technology; legal services; intergovernmental relations; services for the trial courts; and support for court boards, commissions, and committees. The Office is headed by Chief Administrative Officer Justin P. Forkner, who reports directly to the Chief Justice of Indiana and serves as the link between the Chief Justice and the agencies of the Court.

Salary: The salary for this position traditionally starts at $42,900 but may be commensurate with education and/or experience.

To Apply: Please apply by June 16th, 2023 with cover letter & resume.

About the Job:

This position serves as a Program Support Specialist with the Indiana Office of Court Services. This position provides support to the IOCS Deputy Director and attorneys in the Children & Families Division through a broad variety of administrative duties and programmatic functions that assist the Division in completing daily tasks as well as large initiatives.

A Day in the Life:

Assist the Division by preparing for meetings, drafting correspondence, summarizing reports, helping with grants administered by the Division, helping support the programs operated by the Division and serving as a liaison to OJA staff and the public. Exercise initiative in determining the Division’s order of work priorities and timelines. Manages the Deputy Director’s calendar of appointments, including coordination of meetings and travel plans. Additional duties include, but not limited to:

  • Serve as primary administrative point of contact for the Deputy Director and staff attorneys in the Division.

  • Assist Deputy Director and staff attorneys with administering the grant processes and providing support for the various programs operated by the Division for children and families.

  • Help draft and revise programmatic reports, including charts and graphs and ensure reports are ADA compliant and accessible.

  • Assist with conferences and training as needed including overseeing registration process, preparing conference registration materials, compiling and reporting continuing education attendance credit reports as assigned.

  • Conserve the Deputy Director’s time through reading, researching, routing correspondence, drafting letters and documents, collecting, and analyzing information, and initiating communication.

  • Coordinate with Supreme Court judicial assistants, OJA managers and staff, and outside entities on behalf of the Deputy Director to execute tasks and activities related to joint projects and initiatives.

  • Develop an understanding of the Indiana Office of Court Services organizational structure and various initiatives to assist Deputy Director and Division’s attorneys in prioritizing tasks.

  • Coordinate the Deputy Director’s calendar for internal/external meeting requests, appointments, and conferences and ensure the schedule is followed.

  • Coordinate internal and external meetings, including scheduling, securing locations, assembling materials, communication, and other related tasks.

  • Respond to correspondence as appropriate for internal and external sources.

  • Oversee the processing of financial claims for purchases, invoices, and travel.

  • Track requests and assist on follow-up to ensure matters are handled in a timely manner.

  • Prepare travel itineraries and estimates, submit travel voucher upon completion, and ensure necessary documentation and receipts are provided.

  • Review and summarize information from files and reports.

  • Draft and prepare letters, memos, correspondence, and maintain confidential documents.

  • Handle matters expeditiously and pro-actively, and follow-through on assigned projects to successful completion, often with deadline pressures.

  • Additional duties as assigned.

What You'll Need for Success:

Accredited associate or bachelor’s degree in criminal justice, social work, paralegal studies, or related field preferred; three years of professional experience in a mid-level administrative role preferred.

  • Working knowledge of Indiana courts, the criminal justice system, or the juvenile justice system

  • Ability to interact with OJA management, staff, judicial officers, court staff and the public to provide program specific information and address issues in a professional manner.

  • Proven ability to exercise discretion in handling confidential information and materials in a professional manner.

  • Ability to use tact and diplomacy when dealing with the needs, problems, or concerns of other department staff, outside agency personnel, and the public.

  • Ability to manage time and multiple assignments with conflicting priorities and changing timelines.

  • Excellent verbal and written communication skills.

  • Excellent time management and organizational skills.

  • Proven problem solving and critical thinking skills.

  • Proven ability to meet deadlines and anticipate needs.

  • Knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free.

  • Ability to identify information, materials, and resources needed to complete a project or assignment.

  • Ability to objectively evaluate relevant information and develop recommendations.

  • Demonstrated ability to follow through on tasks, pay attention to details, and work independently.

  • Extensive knowledge of Microsoft Excel, Word, PowerPoint, Outlook, and Adobe Pro, intermediate to advanced level.

  • Working knowledge, or ability and willingness to learn SharePoint, Odyssey, and DocuSign.

  • Ability to learn and adapt to new technologies.

    This position must exercise absolute confidentiality, avoid conflicts of interest and the appearance of conflict of interest and abide by the Employee Handbook and Judicial Code of Conduct. Must be willing to submit to a criminal background check.

NOTE: This document is intended to describe the general nature and level of work performed. It is not intended to provide an exhaustive list of all duties and responsibilities, nor is it intended to limit the authority of supervisors or managers to assign or direct the activities of employees.

The Indiana Supreme Court is committed to a work environment that values employees and promotes their well-being.

Supervisory Responsibilities/Direct Reports:

This role does not provide direct supervision to direct reports; however, supervision may be assigned 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 program (offers premium discount for the medical plan and gift cards);

  • Health savings account, which includes bi-weekly state contribution;

  • 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 7.5 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;

  • Group life insurance;

  • 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;

  • Hybrid Option for eligible employees / positions.

Equal Employment Opportunity:

The Indiana Supreme Court is an Equal Opportunity Employer. Equal employment opportunities are provided to all applicants for employment without regard to race, color, religion, sex (including pregnancy), gender identity, national origin, age, disability, marital status, political affiliation, socioeconomic status, status as a protected veteran or any other protected status in accordance with applicable federal, state, and local laws, and the Indiana Judicial Code.

If you are a qualified individual with a disability and will need a reasonable accommodation to assist you in apply for the position or to perform the essential functions of the job, the Indiana Supreme Court will provide such reasonable accommodations.

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