What are the responsibilities and job description for the Administrative Assistant - Mayor's Office position at City of Indianapolis?
Overview
Agency Summary
As the head of the executive branch, the Office of the Mayor is responsible for enforcing city ordinances and state laws; appointing, supervising and removing heads and employees of city government departments, agencies and divisions; appointing, supervising, and removing deputy mayors, with appointments subject to City-County Council approval; communicating and coordinating with the City-County Council concerning the financial condition and budget of the city and county; and setting the salaries of city employees.
Job Summary
Position is responsible for providing a variety of administrative tasks including the responsibility of maintaining the front office and responsible for responding to inquires in all form of communications in a professional manner. Incumbent in this position follows the knowledge of established policies and procedures, which controls most of the incumbent(s) actions. Very limited independent judgment is utilized. Position reports to the Mayor’s Executive Assistant.
Equal Employment Opportunity
The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.
Position Responsibilities
Qualifications
Minimum Job Requirements and Qualifications
High School diploma or equivalent with a minimum of two (2) years prior work-related experience is required. Courteous treatment of customers whether face-to-face or telephonically. Must have and show emotional intelligence as position will deal with a diverse population. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to operate standard office equipment such as a calculator, copy, facsimile machine, typewriter, or computer. Must type accurately, update or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects or ideas. Must be able to communicate effectively both in oral, verbal, and written formats.
Preferred Job Requirements And Qualifications
Associate degree in Business Administration, or a related field with a minimum of one (1) year of related work experience is required. Courteous treatment of customers whether face-to-face or telephonically. Must have and show emotional intelligence as position will deal with a diverse population. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to operate standard office equipment such as a calculator, copy, facsimile machine, typewriter, or computer. Must type accurately, update or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects or ideas. Must be able to communicate effectively both in oral, verbal, and written formats.
All rates are bi-weekly.
2026 Rate Sheet - To view our rate sheet, please copy and paste this link into your web browser: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:67382b58-4d1a-4519-89d7-8453f91e19a1
Life Insurance Employee Only (rates per $1,000 per month):
Basic: Employer Paid
Optional Life Insurance Employee Only (rates per $1,000 per month)
Additional
<25-29 $0.058
30-34 $0.083
35-39 $0.099
40-44 $0.132
45-49 $0.223
50-54 $0.363
55-59 $0.600
60-64 $0.795
65-69 $1.329
70 $2.054
Important Perf Update
Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension.
Part one - This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours.
Part Two - This Consists Of An Additional Variable Rate Contribution Paid By The City Toward Your ASA. This Variable Rate Contribution Is Currently 1% Of Your Gross Wages. Vesting In The Value Of The Variable Rate Employer Contribution Will Vary By Length Of Participation. You Are
Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension.
Employees who separate from the city within their first ten (10) years of employment need to contact INPRS - PERF regarding their ASA account.
Questions relating to PERF may be directed to INPRS - PERF at:
Indiana Public Retirement System
Public Employees' Retirement Fund
One North Capitol, Suite 001
Indianapolis, Indiana 46204
(888) 236-3544
01
Do you have at least two (2) years of prior work-related experience?
Can you operate standard office equipment such as a calculator, copy, facsimile machine, typewriter, or computer?
When faced with conflict, how do you respond?
Agency Summary
As the head of the executive branch, the Office of the Mayor is responsible for enforcing city ordinances and state laws; appointing, supervising and removing heads and employees of city government departments, agencies and divisions; appointing, supervising, and removing deputy mayors, with appointments subject to City-County Council approval; communicating and coordinating with the City-County Council concerning the financial condition and budget of the city and county; and setting the salaries of city employees.
Job Summary
Position is responsible for providing a variety of administrative tasks including the responsibility of maintaining the front office and responsible for responding to inquires in all form of communications in a professional manner. Incumbent in this position follows the knowledge of established policies and procedures, which controls most of the incumbent(s) actions. Very limited independent judgment is utilized. Position reports to the Mayor’s Executive Assistant.
Equal Employment Opportunity
The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.
Position Responsibilities
- Answers phone lines, take messages, provides information, or redirects call as appropriate.
- Responsible for checking daily the office voicemail and redirecting messages when appropriate.
- Reviews and answers correspondence as appointed or directed.
- Quickly familiarize services offered by most government agencies to accurately assist residents.
- Responsible for opening and routing all incoming mail to the appropriate staff members and agencies.
- Monitor and respond to electronic correspondence that arrives via the “Write to the Mayor” portal.
- Assist with drafting communications and Mayoral proclamations.
- Responsible for greeting visitors upon their arrival and coordinate with the appropriate staff member.
- Prepares, schedules, reports and tracks information for key executives and others as required.
- Prepares simple analyses of requested information or data.
- Develops or generates and distributes reports.
- Checks and follows-up as required ensuring responsibilities are met in a timely manner.
- Coordinates collection and preparation of operating reports for the agency or division assigned.
- Maintains all records, files, and documentation in accordance with federal regulation.
- Must maintain confidentiality at all times.
- Admin assistants are cross trained and assist in other areas of the office, including up front customer service.
Qualifications
Minimum Job Requirements and Qualifications
High School diploma or equivalent with a minimum of two (2) years prior work-related experience is required. Courteous treatment of customers whether face-to-face or telephonically. Must have and show emotional intelligence as position will deal with a diverse population. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to operate standard office equipment such as a calculator, copy, facsimile machine, typewriter, or computer. Must type accurately, update or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects or ideas. Must be able to communicate effectively both in oral, verbal, and written formats.
Preferred Job Requirements And Qualifications
Associate degree in Business Administration, or a related field with a minimum of one (1) year of related work experience is required. Courteous treatment of customers whether face-to-face or telephonically. Must have and show emotional intelligence as position will deal with a diverse population. Knowledge of spreadsheet(s), database(s), and other software is required. Must be able to operate standard office equipment such as a calculator, copy, facsimile machine, typewriter, or computer. Must type accurately, update or create reports, and spreadsheets as needed. Demonstrate creative ability when presented with unformatted projects or ideas. Must be able to communicate effectively both in oral, verbal, and written formats.
All rates are bi-weekly.
2026 Rate Sheet - To view our rate sheet, please copy and paste this link into your web browser: https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:67382b58-4d1a-4519-89d7-8453f91e19a1
Life Insurance Employee Only (rates per $1,000 per month):
Basic: Employer Paid
Optional Life Insurance Employee Only (rates per $1,000 per month)
Additional
<25-29 $0.058
30-34 $0.083
35-39 $0.099
40-44 $0.132
45-49 $0.223
50-54 $0.363
55-59 $0.600
60-64 $0.795
65-69 $1.329
70 $2.054
Important Perf Update
- For more information on eligibility options, refer to Proposal 21-288 https://bit.ly/3exq8yR
- All employees hired/rehired after 1/1/2022 have a choice to select the PERF Hybrid plan (3% Pension) or the INPRS My Choice: Retirement Savings plan (3% 1% Contribution). The Hybrid plan consists of two components:
Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension.
- Employees hired/rehired by the City and County between 1/1/2017 and 12/31/2021 will be automatically enrolled in the PERF My Choice: Retirement Savings plan. This plan is an annuity savings account (ASA) only plan and does not have a pension component. Any service that an employee has in the My Choice: Retirement Savings Plan will not count toward the service time requirements for pension eligibility in the Hybrid Plan.
Part one - This consists of the mandatory employee contribution of three (3%) percent of compensation (made for the employee by the City), plus interest credits or earnings. You're always vested in your ASA portion - it's always yours.
Part Two - This Consists Of An Additional Variable Rate Contribution Paid By The City Toward Your ASA. This Variable Rate Contribution Is Currently 1% Of Your Gross Wages. Vesting In The Value Of The Variable Rate Employer Contribution Will Vary By Length Of Participation. You Are
- 20 percent vested after 1 full year of participation
- 40 percent vested after 2 full years of participation
- 60 percent vested after 3 full years of participation
- 80 percent vested after 4 full years of participation
- 100 percent vested after 5 full years of participation
- All employees hired/rehired prior to 1/1/2017 are grandfathered into PERF Hybrid plan. The Hybrid plan consists of two components:
Pension - The pension portion of the retirement benefit is funded by contributions made by the employer over the course of the employee's career and separate from the annuity savings account. Employees enrolled in the PERF Hybrid plan are eligible for retirement benefits at age sixty-five (65) if they have ten (10) or more years of creditable service. After June 30, 1995, employees may retire at age sixty (60) with at least fifteen (15) years of credible service or if the member's age in years plus the years of credible service equals at least 85 and the member is at least fifty-five (55) years of age. With fifteen (15) or more years of creditable service, the employee may retire as early as age fifty (50) with a reduced pension.
- City Employees hired/rehired between 1/1/2017 and 12/31/21 that are members of the City AFSCME labor union can choose to enroll in either the PERF My Choice: Retirement Savings plan or the PERF Hybrid plan. Both plans are described above. Employees have 60 days to choose which option they want, and by state law this cannot be changed. If no choice is made, the employee will then be automatically added to the PERF My Choice: Retirement Savings plan.
Employees who separate from the city within their first ten (10) years of employment need to contact INPRS - PERF regarding their ASA account.
Questions relating to PERF may be directed to INPRS - PERF at:
Indiana Public Retirement System
Public Employees' Retirement Fund
One North Capitol, Suite 001
Indianapolis, Indiana 46204
(888) 236-3544
01
Do you have at least two (2) years of prior work-related experience?
- Yes
- No
Can you operate standard office equipment such as a calculator, copy, facsimile machine, typewriter, or computer?
- Yes
- No
When faced with conflict, how do you respond?
- Required Question
Salary : $29 - $69