Administrative Assistant (Confidential)

Are you organized, hard-working, solutions-oriented and thrive in fast-paced environments?  If so, this may be the position for you!

The Connecticut State Department of Education (CSDE), Bureau of Human Resources, is seeking an experienced Administrative professional to provide support for office operations. As we look at candidates for this position, we will seek out individuals who possess the ability to be a team player, is detailed-oriented and knows how to prioritize work under deadline pressure. 

The candidate selected for this position must be able make routine decisions in the absence of the Human Resources Administrator and possess the ability to handle confidential matters with discretion.  Additional responsibilities include, but are not limited to:

• coordinating the agency's dual employment records
• coordinating, copying and disseminating FOI reports
• acting as the point person in coordinating office logistics
• responsible for maintaining supplies and workflow of various projects

The position is located at The State of Connecticut office building at 450 Columbus Blvd., Hartford.  This is a 40-hour position, 8:00 a.m. - 5:00 p.m., Monday-Friday.

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).

All applicants must include a resume within the "Resume Tab" of their application with their submission.  Applicants invited to interview may be required to submit additional documentation, which supports their qualification(s) for this position.  These documents may include:  performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

Due to the volume of applications anticipated, the Bureau of Human Resources is unable to provide confirmation of receipt and/or the status of applications during the recruitment process. Updates will be provided through your JobAps portal account.  Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.  For all other inquiries, please contact Kim Barberi at kim.barberi@ct.gov; 860-713-6691.

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.

Performs the most complex office administrative duties as described in the following areas:

1. TYPING: Using a personal computer or other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; proofreads for content; edits using knowledge of grammar, punctuation and spelling.

2. FILING: Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews references materials and manuals.

3. CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g. explaining department practices and/or policies) for own or manager's signature.

4. REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations.

5. INTERPERSONAL: Acts for manager by interpreting established policies and procedures, etc.; troubleshoots by relieving manager of as much administrative detail as possible; acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).

6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to supervisor.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); researches, assembles and coordinates meeting materials (e.g. charts, graphs, reports); writes minutes of meetings, lectures, conferences, etc. from rough draft; takes notes using shorthand, speedwriting or machine transcription; prepares expense accounts; makes travel arrangements.

8. OFFICE MANAGEMENT: Authorizes purchases and payments (within prescribed limits of authority); develops input and prepares documentation for office and/or department budget; coordinates budget control and monitoring; develops office and/or department procedural manuals; assists in interviewing and hiring office support staff; trains office support staff; may supervise office support staff; performs related duties as required.

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.

The preferred candidate will possess the experience and training in the following areas:

• Four (4) years of experience providing high-level administrative support utilizing advance problem-solving and interpersonal skills.
• Experience operating office equipment which includes personal computers and other electronic equipment utilizing CORE-CT, Microsoft Office, including MS Word, Excel, Outlook and PowerPoint.
• Experience in a fast-paced, executive level environment with excellent interpersonal, written and oral communication.
• Experience in office administration including coordinating meetings, projects, updating policies and procedures, processing travel, maintaining and ordering office supplies.
• Experience using business communications (composing complex letters and/or memoranda) with business math.
• Experience working in a human resources, legal, or education agency/setting.

If you believe you possess the required and preferred experience above, you are strongly encouraged you to apply for this unique employment opportunity where you can showcase your administrative and leadership skills by overseeing the total office operation.  The human resources team will rely upon you as the "go to" person to get things done in an efficient and effective manner.  If this is the opportunity you've been seeking to advance or change your career, you will thrive in this team-focused environment. 

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.