Administrative Assistant

The State of Connecticut Department of Transportation (DOT) invites applications for the position of Administrative Assistant (in the Office of the Commissioner), which serves as the executive assistant to the Chief of Staff/ Director of Administration as well as supports the needs of several reporting units as needed (Internal Audits, Staff Development, Security, Consultant Selection Office, Office of Equal Employment & Opportunity and the Office of Technology). Additionally, this position provides coverage for the Office of the Commissioner in regard to vacations and sick days.

Although this position is classified, the individual selected for this position will be asked to securely hold and manage highly confidential information due to the nature of work that is performed in this role, including but not limited to critical management strategy discussions, personnel matters and confidential budgetary service proposals.

In order to be considered for this job opening, you must be a current State of CT employee, who has permanent state status* and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.

*For employees in the classified service, permanent status is obtained after successful completion of a working test period.  For employees in the unclassified service, permanent status is obtained after serving in a position for at least six months (full-time or full-time equivalent).

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account. 

Should you have questions pertaining to this recruitment, please contact Jennifer Brame at jennifer.brame@ct.gov. Reference #28592.

In a state agency this class is accountable for independently performing the most complex tasks in providing both office administration and secretarial support for a major program.

• Relieve the Chief of Staff/ Director of Administration of as much administrative details and duties as possible by answering questions and resolving problems; and providing clerical support;
• Manage calendar for the Director;
• Schedule and coordinate meetings;
• Handle calls as well as direct calls to other parts of the agency to assure a high level of customer service;
• Perform in-depth proofing of all documents created by this office as well as content analysis of complex agency policies for comprehension by lay persons and for preparation of the Commissioner’s signature;
• Prepare and coordinate travel needs, track and coordinate reports requested from the Bureaus and from standing committees, handle the logging and tracking of DOT vehicle complaints and agency response;
• Intake public complaints, whistle blower complaints and handle where appropriate and refer or handoff as guidance requires;
• Prepare and send out administrative memorandums for key staff appointments and changes, prepare, track and send out high level organization chart updates;
• Prepare correspondence and providing detailed document proofing;
• Manage and Make stock and purchase order requests for this office;
• Provide a sound filing system that conforms to established record retention protocols; and 
• Serve as back-up to Commissioner’s secretarial staff

Considerable knowledge of office administration and management; considerable knowledge of department and/or unit policies and procedures; considerable knowledge of proper grammar, punctuation and spelling; considerable knowledge of business communications; knowledge of business math; considerable interpersonal skills; ability to operate office equipment which includes personal computers and other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to manager).

Four (4) years' experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

In addition to the duties and responsibilities listed under the job specification, the successful candidate should have:

• Superior communication, writing and organizational skills;
• Experience working in a confidential setting;
• Experience giving customer service, dealing with the public and high level management;
• Experience with document review and proofing, coordinating travel documents, and procurement;
• Ability to multi-task; and,
• High comfort using and/or learning software applications.

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.