Office Assistant

Recruitment #180815-7086CL-001

Location

Hartford, CT

Date Opened

8/16/2018 12:00:00 AM

Salary

$19.59 - $25.70/hour

Job Type

Open to the Public

Close Date

8/22/2018 11:59:00 PM

Go Back View Benefits

Introduction

The Board of Firearms Permit Examiners in the Office of Governmental Accountability is presently accepting applications for a part-time (19 hours per week) office assistant position. In the Board of Firearms Permit Examiner office, the office assistant is responsible for incoming and outgoing mail, scheduling, data entry in excel, mail merges from excel to word, phone calls, filing, hearing preparations etc. The office assistant is required to enter scheduled appeals into the computer, prepare correspondence, and utilize the phone to communicate information to appellants and law enforcement. Computer, telephone, and interpersonal skills are required.

Examples of duties include but are not limited to: processing of applications for judges and attorney candidates, preparing all correspondence associated with applications, compiling resource materials for each member to assist in the investigation and evaluation of candidates, scheduling monthly Commission meetings and interviews; organizing documents regarding each applicant for all members prior to the meeting; preparing Commission meeting minutes, managing the agency’s budget, preparing purchase requisitions, processing reimbursements for travel and catering; and researching and assembling statistics and other information for annual reports.

Selection Plan

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

Please ensure that your application is complete. You will be unable to make revisions once you officially submit your application to the State of Connecticut. Candidates who submit an untimely, incomplete or inaccurate application will not be considered for this employment opportunity.

Should you have questions pertaining to this recruitment, please contact Kristen Pepin at Kristen.Pepin@ct.gov, (860)713-5307.

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

• Experience with scheduling appointments using scheduling software.

• Ability to organize and prioritize workflow in a production oriented environment.

• Experience in merging excel into word documents.

SPECIAL REQUIREMENTS

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