STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #210302-3591CL-001

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Introduction

About Us

Our mission at the State of Connecticut Department of Housing (DOH) is to strengthen and revitalize communities by promoting affordable housing opportunities. DOH seeks to eliminate homelessness and to catalyze the creation and preservation of quality, affordable housing to meet the needs of all individuals and families statewide to ensure that Connecticut continues to be a great place to live and work. 

We are currently seeking a durational Administrative Assistant to join our newly created unit within the DOH. 

Position Highlights:
  • This project will be for the Emergency Rent Program and it is expected to be approximately a two year project;
  • Telework throughout COVID; 40 hours a week;
  • Flexible work hours to support a fast paced team.
About the Position:
  • Ability to coordinate schedules, TEAMS meetings and presentations using Microsoft products;
  • Exhibit interpersonal skills with the ability to be flexible and responsive in a fast paced environment; 
  • Ensure timely updates and resolution;
  • Ability to apply critical thinking and a methodical approach to problem identification and resolution; 
  • Ability to stick to agreed upon timelines, communication on status, and deliver the completed solution on time; 
  • Assists higher level staff in planning, design and implementation of procedures or systems to support promoting housing stability; 
  • Implement operations, policies, procedures that support aspects of grant programs;
  • Support operations which coordinate policies to ensure seamless interaction with the state, regional, local and private aid programs in support of the federal program requirements; 
  • Support the development of housing, economic and community development policies and procedures associated with COVID-19 pandemic recovery programs.
Applicants will be initially placed in vacancies under durational appointment with anticipated end dates of 12 months. These appointments may be extended. Benefits and leaves will be subject to the appropriate collective bargaining contract language and Connecticut General Statutes.

Selection Plan

All applicants must include a resume within the "Resume Tab" of their application.

In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.

Please ensure that your application is complete, you will not be able to make revisions once you submit your application into the JobAps system.  

At any point during the recruitment process, applicants may be required to submit additional documentation which support 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.

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error. 

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

Applications to this recruitment may be used for future vacancies.

Should you have questions pertaining to this recruitment, please contact Gary Chirgwin at gary.chirgwin@ct.gov and reference the recruitment number.

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

  • Candidate must speak English and Spanish; a preference will be given if candidate can also speak Portuguese (in addition to English and Spanish) 
  • Experience in managing calendars
  • Experience with quality assurance and compliance
  • Experience with Microsoft 365 Teams, Outlook, Word, Excel, Powerpoint, Virtual Private Network and Shared Drives

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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