Connecticut StateDepartment of Administrative Services

Office Assistant

Recruitment #210330-7086CL-001

Introduction


Are you interested in a career where you can receive personal fulfillment while making a difference? If so, we invite you to discover this outstanding opportunity to join our dedicated team! 

The State of Connecticut, Department of Children and Families' (DCF) mission is partnering with communities and empowering families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce who strive every day to meet the needs of those we encounter. We are comprised of fourteen (14) area offices, 2 facilities, the Wilderness School, and Central Office. Currently, we are seeking individuals who are looking to advance their careers and make a difference!

At DCF, we are currently recruiting for two Office Assistants who will work out of our Region 4 offices. One position will be in our Hartford Area Office located at 250 Hamilton Street and the other position will be in our Manchester Area Office located at 364 Middle Turnpike W. These positions are Monday through Friday, 40 hours per week, 8:00 a.m. - 5:00 p.m.

Additionally, we expect future vacancies for this position that would operate out of either one of the Region 4 locations mentioned above, or one of the following locations:
  • Willimantic (Region 3)
  • Middletown (Region 3)
  • Norwich (Region 3)
  • Meriden (Regions 6)
  • New Britain (Region 6)
In this role you'd be responsible for handling DCF office phone lines, working in the high volume reception area while managing public areas, mail distribution and processing, and scheduling for meetings and conference room usage. Additionally, along with other assigned duties, we would entrust you to:
  • Assist the public in navigating our services
  • Manage the filing and archiving of records
  • Prepare conference room areas with audiovisual equipment
As a state employee, you will be open to a terrific work life balance and a competitive benefits package. This includes; excellent health care, generous leave policies, a retirement plan, a deferred compensation program, and more.
            

Selection Plan

Applicants must meet the Minimum Qualifications as listed on the job opening and must specify their qualifications on their application. Please note you will be unable to make revisions once you submit your application for this posting to the JobAps system. 

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. This recruitment may be utilized for future vacancies. 

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.  

If you have any questions regarding this recruitment, please contact Ethan Ives at Ethan.Ives@ct.gov

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

Preference will be given to applicants who posses the following:
  • Experience working in a multifaceted and high pace work environment
  • Experience in responding to telephone and written inquiries for standard information and assistance
  • Experience working with Connecticut On-Line Law Enforcement Communication Teleprocessing System (Collect) and national Crime Information System (NCIC)
  • Experience in Microsoft Word, Excel, Power point and Outlook
  • Experience with Audio Visual Equipment (AV) and set up
  • Experience collaborating as part of a team
  • Experience with Microsoft Teams for arranging and coordinating meetings
  • Experience with time and attendance software programs such as PeopleSoft and Kronos

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals 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.