Alpha Rae

  • Administrative Assistant/Program Coordinator (62269)

    Job Locations US-IN-Indianapolis
    Posted Date 4 months ago(5/22/2019 4:44 PM)
    # of Openings
    Length of Assignment
    Thru 8/30/19 (Potential Extension Based On Work Performance)
    Working Hours
    7:30AM- 3:30PM
    Pay Rate
    Area of City
  • Overview




    • Creates and maintains a system of tracking and management of the agency’s armory rental system, including start/end dates, renewal periods if applicable, and the collection of rental fees.
    • Coordinates with both the Controller and General Counsel on approval, policy, and legal issues that may arise in the execution and administration of revenue-generating agreements
    • Research and evaluate provisional renters and associated documentation, including applicable permits, licenses, and insurance information
    • Analyze and assist the agency in granting a rental request and ensures all required documentation is provided
    • Assists with investigations related to armory rental scenarios, including fiscal and non-payment issues, bounced checks, etc.
    • Follows up with appropriate State directorate (Legal, Facilities, Controller, and/or Contracting) on issues of interpretation of agency policy, particularly regulation 210-1.
    • Coordinates with armory managers, assigned units, and other armory personnel to ensure that the provisions of regulation 210-1 (Local Armory Management) are reinforced, being followed and enforced.
    • Works from a suspense file to ensure that armory rental documentation is collected timely and that decisions to allow or deny an armory rentals are made in a timely fashion
    • Trains other personnel throughout the agency on the provisions and execution of the 210-1 or other SOPs applicable to armory rentals
    • Collects and coordinates wage claims, LAB travel management, and other fiscal documents related to armory rentals with the accounting section, with a focus on efficiency and expediency for payment of appropriate claims or the collection of outstanding debts
    • Reviews purchases made by physical plant directors with state-issued credit cards to ensure accuracy and adherence to spending limitations instituted by the agency
    • Collects and maintains data, such as locality codes and receipts of purchase, related to credit card purchases made by physical plant directors
    • Coordinates with Facilities Director to maintain a general list of acceptable items acquired with credit card purchasing capabilities
    • Coordinates with the agency’s Asset Manager on purchases made with credit cards to ensure appropriate tracking and accountability is applied to those items
    • Other duties as assigned, including special projects




    • Four (4) years’ work experience in administrative support and management, contract management, accounting and fiscal administration
    • Prior work experience in a military organization
    • Prior work experience in contracting, procurement, accounts receivable, and other associated fields
    • Must clear a U.S. Army National Agency background check in order to receive a Common Access Card (CAC) to access military computers, networks, and the Army RCAS database
    • Knowledge of military missions, organizations, command structure, protocol and terminology preferred
    • Broad knowledge of the theories, principles, practices, and methodology of administrative management
    • Broad knowledge of state government administrative structure with extensive knowledge and experience of its policies and procedures
    • Ability to be creative in developing alternative methods to meet agency needs
    • Ability to comprehend, analyze, interpret, and correlate technical material
    • Ability to anticipate problems and initiate corrective action
    • Ability to research, abstract, and summarize technical information
    • Possesses problem-solving capability
    • Can develop and maintain effective, cooperative, and productive workplace relationships



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