Connecticut StateDepartment of Administrative Services

Administrative Assistant

Recruitment #180507-3591CL-001

Introduction

The Department of Administrative Services' Procurement Division is currently recruiting for a candidate to fill the position of Administrative Assistant to work 40 hours per week, Monday – Friday at 450 Columbus Boulevard, Hartford.

This position is critical in managing the day-to-day secretarial and confidential support functions for the Procurement Programs and Services management team. The incumbent will have a high degree of accountability, problem-solving, initiative, and interpersonal contact. The Administrative Assistant will be required to screen, guide, problem solve and troubleshoot incoming verbal and written requests; provide phone support for the Director. Additional duties include: organize/manage the Director’s schedule; prepare and review correspondence for the Director; process various reports on behalf of the Director and Division; manage National Association of State Procurement Officers (NASPO) professional development fund reimbursement and expense requests; maintain office phone & emergency lists; reconcile monthly P-card statements; manage petty cash; manage and schedule use of divisional AV equipment; manage scheduling of maintenance and validate meter reads for multi-function devices; acts as the division’s records retention liaison; oversee program promotional materials; manage division supplies and purchasing; administer the annual leasing report; administer the quarterly GL-71 report; quarterly expiring contract report, monthly PO/P-card spending reports; take staff meeting notes; administer standardization transactions and associated records and perform other related duties as required.

All applicants must include a resume within the "Resume Tab" of their application. Applicants are also required to upload a cover letter. (Note: In order to upload documents you must ensure that your internet browser's 'pop-up' blocker is off. Failure to do so may prevent you from being able to upload documentation and submit your application.) Candidates who do not submit required documents listed above or submit your application accurately and on time, will not be considered for this employment opportunity.

NOTE: At any point during the recruitment process, applicants may be required to submit additional documentation such as performance reviews, attendance, supervisory references, etc., to support their candidacy for this position.

Should you have questions pertaining to any phase of this recruitment, please contact DAS's Human Resources: Irena Baj Wright at irena.baj-wright@ct.gov or 860-713-5391.

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

The preferred candidate will be a self-starter with the ability to think ahead. The candidate will have: experience communicating both verbally and in writing with customers, vendors and senior agency management; experience in prioritizing tasks and managing multiple priorities with shifting deadlines; experience working independently using initiative and problem-solving skills to complete assignments on time with minimal supervision; experience working with team members; experience in handling confidential and time-sensitive information, and experience using Microsoft Office Suite (Word, Excel, Powerpoint) including document review/tracking, document comparison, and mail merge features in Word.

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.