Administrative Assistant

Within the Office of Health Strategy, this Administrative Assistant position will provide administrative support at an advanced level to multiple senior managers in this fast-paced, high energy department. The position involves a high degree of accountability, problem-solving and interpersonal contact. Tasks will include scheduling meetings, preparing agendas and presentations, taking minutes, interacting with other state agencies, contractors and vendors, attending public meetings that may be held off-site and during the evening and managing set-up, registration, and other tasks as needed. Duties will also include assisting the managers in reporting and other activities to comply with state and federal requirements.

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.

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.

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).

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

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

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 skills:
• Experience coordinating events and projects within a fast-paced environment;
• Experience interacting with people and constituents from diverse backgrounds;
• Experience preparing announcements, agendas and assisting with draft reports or content for social media;
• Experience working independently using initiative and problem-solving skills to complete projects on time with minimal supervision, and experience working with team members;
• Experience in all Microsoft Office software;
• Experience working on health care issues, either in public or private sector;
• Ability to read and write in Spanish preferred.

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. If you require an aid/accommodation to participate fully and fairly, please contact Human Resources at (860) 509-7177.