STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #210118-3591CL-001

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Introduction


Do you have strong and varied Microsoft Office skills?  Are you reliable and organized?  If so, the State of Connecticut Department of Correction's Willard Cybulski Correctional Institution has an excellent opportunity for you!  

We are seeking an Administrative Assistant to work in the Warden's office handling a variety of confidential information in a correctional environment.  The applicant’s primary responsibility will be handling all administrative functions related to composing letters and emails for the Warden to the General Public, outside agencies and private entities; tracking facility reports and evaluations; creating slide presentations per the Warden's instructions; sending out notices to the facility; gathering documents from, and coordinating with, agency Divisions and Units; copying and redacting documents; tracking progress of and fulfilling requests.
  
Other responsibilities will include a variety of administrative duties related to functions of the Willard Cybulski Correctional Institution at the discretion of the Warden.  The ideal applicant will be punctual, reliable, organized and have a professional demeanor.  The work schedule will be first shift, Monday through Friday working 40 hours per week.

Selection Plan

Please ensure that your application is complete.  You will be unable to make revisions once it is submitted.  Applications that are untimely, incomplete or inaccurate will not be considered.  Questions can be sent to Emily.Kennedy@ct.gov.

 

This recruitment pool may be used to fill future positions, with this title, in other the Department of Correction locations.

 

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. *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).

 

You must specify your qualifications on your application, we cannot presume that you have the knowledge, skills or abilities that we are seeking.

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

  • Experience composing and editing letters, reports and other business communications
  • A full working knowledge of Microsoft Office Suite, particularly Outlook
  • Exceptional attention to detail and organizational skills
  • Ability to communicate with a diverse group of people
  • Experience working with confidential information
  • Ability to work in a fast-paced environment
  • Excellent phone etiquette

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.





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