Connecticut StateDepartment of Administrative Services

Office Assistant

Recruitment #191003-7086CL-001

Introduction

The State of Connecticut, Department of Children and Families (DCF), is currently recruiting for Office Assistants in our Central Transportation Unit (CTU). The Unit is responsible for the safe transportation of children and families served by the Department and will cover statewide transportation routes with central dispatching based in Middletown, CT. These positions are full-time, 40 hours per week. Hours are Monday through Friday.  Schedules will be based on operational needs and will include non-standard start and end times, holidays, and weekends.

Office Assistants will provide clerical support to the CTU in supporting the Supervisor(s) and drivers in scheduling, maintaining calendars, processing forms, responding to inquiries, providing information regarding agency’s services, and maintaining files.

The ideal candidate will be adaptable to change, detail oriented and possess:
  • Strong interpersonal and organizational skills.
  • Excellent oral and written communication skills.
  • Excellent customer service experience.
  • Exceptional time management and organizational skills.
  • Ability to examine documents for completeness and accuracy.

Selection Plan

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, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.

Interviews will be limited to candidates whose experience most closely meets the preferred requirements of the position. Candidates must clearly specify their qualifications in their application. Candidates will be required to successfully pass an extensive background check to include State Police check, Federal background (fingerprint), pre-employment physical, drug screen, DMV check and TB Test. 

Should you have questions pertaining to this recruitment, please contact Lorna Reid at Lorna.Reid@ct.gov or (860) 550-6484.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

EXAMPLES OF DUTIES

1. TYPING: Types a variety of materials in relation to other duties or as assigned; enters and retrieves data on personal computers and computer terminals.

2. FILING: Sets up and maintains office procedures, filing and indexing systems and forms for own use.

3. CORRESPONDENCE: Composes routine correspondence.

4. REPORT WRITING: Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).

5. INTERPERSONAL: Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority; responds to inquiries from other work units or departments/agencies; applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance; may lead lower level employees in carrying out assigned clerical functions.

6. PROCESSING: Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly; processes a variety of documents in determining routine case status; exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by phone or form letter; processes purchase requisitions/purchase orders for subsequent action; prepares payment lists and billing invoices; receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders; maintains billing control cards, files, journals or account ledgers by posting credits, expenditures, interest, etc.; figures payments, costs, discounts and adjustments using prescribed methods and formulas; receives monies in various forms such as cash, checks and money orders and prepares for deposit; maintains inventory and orders supplies; uses a variety of automated equipment to perform job functions; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Knowledge of office systems and procedures including proper telephone usage and filing; oral and written communication skills; skill in performing arithmetical computations; basic interpersonal skills; ability to perform a full range of clerical tasks; ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment; ability to operate office suite software; ability to schedule and prioritize workflow; ability to read and interpret complex instructions.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months of experience.

PREFERRED QUALIFICATIONS

  • Experience working in a confidential environment.
  • Experience working in a fast pace, multifaceted environment.
  • Experience and highly proficient with Word, Excel, Outlook calendar and Adobe Acrobat.

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

Conclusion

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.







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