Program Coordinator

Program Coordinator

302 W. Washington Street, Room E-114, Indianapolis, Indiana, 46204

In person only

Responsibility:

Resource will be responsible for processing and disposing of all temporary and event permits, coordinating related enforcement efforts with district excise departments, intaking and referring permit complaints, and providing expert input to ATC leadership concerning requirements and procedures underlying all said functions. The administrative assistant is expected to coordinate the participation of relevant stakeholders in determining the eligibility of permit applicants and in ensuring appropriate resources are dedicated to enforcement related to approved permits. The administrative assistant helps develop permitting procedures and resolve novel and recurrent issues encountered by the administrative staff in processing permit applications. The objective for this work is to contribute to the construction of a consistent compliance program optimized for ATC’s operating environment. Beyond administering the temporary and event permit program, the incumbent will be responsible for maintaining the agency’s appointment scheduler and internal comment box. The incumbent will work independently to implement recommended changes garnered from input gathered through the comment inbox.

The candidate should demonstrate the following essential skills and experience:

· Excellent critical and analytical thinking skills, adequate to identify solutions to complex regulatory and administrative problems.

· Intellectual capacity to switch between diverse tasks and subject matter quickly.

· Superior organizational skills with ability to prioritize tasks effectively in fast paced environment.

· Ability to balance demands of stakeholders to optimize operational output.

· Patience to satisfactorily dispose of inquiries from difficult constituents.

· Excellent oral and written communication skills.

Difficulty of Work:

The administrative assistant role works is fast paced and deadline driving working environment.

Personal Work Relationships:

The incumbent will be expected to partner with agency personnel and related stakeholders working towards completion of assigned functions. Exceptional customer service is provided to agency partners and/or the general public.

Physical Effort:

This role performs work in an environment where sitting for extended periods of time could be expected.

Working Conditions:

This role performs work in a standard office environment.

Skill

Required / Desired

Amount

of Experience

Prior experience in an admin. assistant role with strong data entry and accuracy.

Required

2

Years

Prior customer service experience in an office setting.

Required

1

Years

Excellent oral and written communication skills both verbal and writen.

Required

Prior experience with application volume or turnaround metrics (e.g., “processed 200+ applications/month,” “cut backlog by 30%”)

Highly desired

1

Years

Prior experience working with statutes, administrative codes, or agency rules, ideally in alcohol, tobacco, gaming, or another licensing environment

Highly desired

1

Years

Prior experience logging and routing complaints through a case-tracking system, including experience with difficult or escalated constituents

Highly desired

1

Years

Prior experience in appointment scheduling platforms (Calendly, Microsoft Bookings, Qless, or government equivalents)

Highly desired

1

Years

Prior experience in case or licensing management systems (Accela, Salesforce, Tyler, or state-specific platforms)

Highly desired

1

Years

Prior experience in administrative support within a government agency, regulatory body or licensing office

Highly desired

1

Years

Prior experience in ticketing management.

Highly desired

1

Years

Candidate must be paid $17.54. The provider markup for this position is 22%. Do you accept this requirement?

Question 5

Work schedule is Monday to Friday, 8:00 AM - 4:30 PM, 37.5 hours per week. Do you accept this requirement?

Question 6

This position requires the resource to work onsite full-time. Please confirm the resource understands this requirement.

Question 7

Candidate must be currently located in Indiana to be considered for this position. Please confirm.

Question 8

Resource will process requests for events such as temporary beer/wine and catering events, process permits, entering complaints on businesses into database for investigation, handle calls and emails. No face-to-face interaction, all work will be performed via email and phone calls. Please confirm the resource understands this requirement.

Question 9

Candidate will be required to attend an in person interview. Please confirm the resource understands this requirement.