Administrative Coordinator (DMD)

Overview

This opportunity is open exclusively for internal applicants within the agency. The role provides vital administrative support to the Division of Metropolitan Development, including various boards and committees. The incumbent will ensure office functions are coordinated effectively and work collaboratively with DMD employees, developers, and nonprofit partners.

About the Department

The Department of Metropolitan Development (DMD) aims to shape Indianapolis by strengthening its communities and heritage through visionary development. The agency envisions a vibrant city where residents and businesses thrive in an inclusive environment by fostering collaboration and compliance within the workforce to serve the residents of Indianapolis and Marion County effectively.

Equal Employment Opportunity

The City of Indianapolis Marion County is committed to equal opportunity employment, considering all applicants regardless of race, color, religion, sex, sexual orientation, gender identity, nationality, veteran status, or disability. Diversity of thought and experience among colleagues and residents is highly valued.

Key Responsibilities

• Coordinate and schedule public meetings, handling all related logistics.
• Input contracts into the City’s electronic contracting system and manage them through completion.
• Arrange internal and public meetings with staff and board/committee members, distributing necessary materials.
• Attend relevant board and committee meetings, recording minutes and preparing any legal documents required for public hearings.
• Oversee assigned administrative processes such as real estate transactions and land use cases with attention to documentation accuracy, timelines, stakeholder coordination, and regulatory compliance.
• Prepare and submit public and legal notices to media outlets as applicable.
• Post documents and notifications on the City’s website under management guidance.
• Draft correspondence, memoranda, presentations, and reports.
• Organize workload efficiently to meet deadlines.
• Support special projects as required.
• Plan and coordinate various support services including printing, mail, telecommunications, equipment maintenance, and purchasing.
• Maintain confidentiality of sensitive information.

Qualifications

• High school diploma or GED required.
• Minimum three years of relevant administrative experience.
• Must be able to obtain and uphold Indiana Public Notary Certification.
• Familiarity or willingness to quickly learn City operations is necessary.
• Proficiency in spreadsheets, databases, and other software tools.
• Ability to manage multiple projects and meet deadlines effectively.
• Strong oral and written communication skills are essential.

Working Conditions and Physical Requirements

The role is predominantly office-based without exposure to harsh environmental conditions. The job involves prolonged sitting, light lifting (5-10 pounds), extended periods at a keyboard or workstation, and requires good hearing, visual perception, and oral communication capabilities.

Additional Information

Applicants whose qualifications meet the position criteria will be referred to the hiring agency. Subsequent interview and selection communications will be handled directly by the agency; candidates should record interviewer contact details. The City-County HR department will not be involved beyond referral and cannot confirm interview progress. A formal employment offer will be issued after selection.