Connecticut StateDepartment of Administrative Services

Administrative Assistant

Recruitment #190910-3591CL-001

Introduction

The State of Connecticut, Office of Early Childhood (OEC) is seeking an organized, hard-working, solutions-oriented Administrative Assistant professional to support the high-performing and expanding ECE division. The candidate will be charged with maintaining and updating records of over 400 state funded programs, supporting the division's operations, and regularly interfacing with other divisions, state agencies and the public in person or by phone and email.

OEC is called on in its enabling statute to be data-driven, human-centered, and result-focused.  We touch the lives of over 200,000 young children, parents, and caregivers annually through our integrated focus on early care and education programs and safety supports, our home visiting programs, and other critical early childhood services.The candidate will be responsible for working in the state's Core system, the Early Childhood Information System (ECIS) database, CT Open Data Portal, Early Childhood Professional Registry, and Microsoft Office applicatons. In addition, the candidate may be asked to assist agency staff in the preparation of in- and out-of-state travel authorizations and reimbursements.

This full-time position is located in Hartford, CT and works Monday - Friday, 40 hours per week.

Selection Plan

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).

Applicants invited to interview will be required to bring the two last services ratings they received as well as a resume. In state travel may be required to participate in cross-agency collaborations and to fullfil the requirements of the position.

Should you have questions pertaining to any phase of this recruitment, please contact the hiring agency's human resources office:  Ellen Morris, ellen.morris@ct.gov, (860) 713-6670.  

PURPOSE OF JOB CLASS (NATURE OF WORK)

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.

EXAMPLES OF DUTIES

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.

KNOWLEDGE, SKILL AND ABILITY

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).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

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

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

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

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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.

PREFERRED QUALIFICATIONS

The candidate should possess:

  • An understanding of OEC's core functions
  • At least four (4) years of experience providing administrative support to a high-level executive or manager in state service
  • Ability to demonstrate a profeciency in Windows applications, Core-CT, data entry skills including speed and accuracy
  • Ability to work well with other team members
  • Professionalism with members of the public through phone and email communications
  • Proficiency skills in Microsoft Office particularly Word, Outlook, and Excel
  • Ability to maintain and utilize paper and digital filing systems
  • Experience working with confidential information
  • Ability to interact with other agencies


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.




The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.