Office Assistant

The State of Connecticut, State Department of Education invites applicants to apply for a part-time Office Assistant position within The Connecticut Technical Education and Career System.  This position provides general clerical support of the processing nature (rather than secretarial support), requiring independent judgment and initiative in meeting objectives. Duties include telephone usage, keyboarding, filing, composing routine correspondence, generating reports including formatting data, processing purchase orders, receiving shipments, maintaining calendars. Incumbents will assemble and review incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedure; verify information through use of internal resources and solicit additional information as required by phone or form letter.

This position is located at Platt Technical Education and Career School, 600 Orange Avenue in Milford, CT and is a 12-month position, 25 hours per week, Monday – Friday, 9:30 AM -  2:30PM.

All applicants must include a resume within the "Resume Tab" of their application with their submission.  Applicants invited to interview may be required to submit additional documentation, which supports 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.

Due to the volume of applications anticipated, the Bureau of Human Resources is unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.  Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.  For all other inquiries, please contact Nancy Flynn at nancy.flynn@ct.gov; 860-713 -6659.

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.

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 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.

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months of experience.

Preference will be given to candidates who possess:

• Five (5) years of clerical work experience in a high school.
• Solid knowledge of office systems and procedures.
• Experience using tact and diplomacy when communicating with parents, students, school and central office staff and outside vendors.
• Stong knowledge of Power School and Microsoft Office Suite. 

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.

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.