Administrative Assistant

 

The State of Connecticut Department of Transportation (DOT) is accepting applications for an Administrative Assistant position in the Bureau of Engineering and Construction, Chief Engineer's Office, in Newington. This position is full time, 40 hours per week and is in the NP-3 (Administrative Clerical) bargaining unit. The Administrative Assistant will report to and will provide support to the Assistant Chief Engineer.

This position is required to work closely with the Chief Engineer’s Administrative Assistant in order to  manage daily office administrative duties, and to provide administrative support for the Engineering Administrator and Construction Administrator.  The position will be responsible for managing office administrative duties in the absence of the Chief Engineer’s Administrative Assistant.

To be successful in this position, the selected candidate must be self-motivated, have a positive attitude, possess excellent organizational skills, strong attention to detail and be able to complete assignments within specified deadlines.  The selected candidate must possess strong computer skills and be fully competent with MS Word, Excel, Outlook and PowerPoint. This position requires a high level of professionalism, ability to provide excellent customer service, excellent interpersonal skills including the ability to be cooperative in challenging situations, strong oral and written communication skills, including excellent grammar and spelling ability, ability to maintain confidentiality and very good attendance.

In order to be considered for this job opening, you must be a current State of CT employee of the Department of Transportation, who has permanent state status*, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application. 

*For employees in the classified service, permanent status is obtained after successful completion of a working test period.  For employees in the unclassified service, permanent status is obtained after serving in a position for at least six months (full-time or full-time equivalent).

Applicants must be legally authorized to work in the U.S. Applicants must include a resume within the 'Resume Tab' of their application. Ensure that your application is complete before submitting it. Applicants will be unable to make revisions once their application is submitted into the JobAps system. Applicants who submit and subsequently withdraw their application will not be able to resubmit for the same posting. NOTE:

At any point during the recruitment process, applicants may be required to answer additional questions and/or submit additional documentation which supports their qualification(s) for this position. These documents may include: cover letters, college transcripts, verification of degree completion, foreign education equivalency reports from a recognized USA accrediting service, proof of licensure, performance appraisals, employment/ supervisory references, etc. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position(s).

The candidate pool resulting from this posting may be used to fill Administrative Assistant vacancies that occur at the Department of Transportation, Bureau of Engineering and Construction, Office of Engineering in Newington, in the next twelve (12) months. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.

Direct questions pertaining to this recruitment to Jackie Ouellette at jackie.ouellette@ct.gov Reference: Administrative Assistant # 31874. Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account.

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.

Highly preferred qualifications include a positive attitude, initiative and motivation to succeed; strong attention to detail; a high level of professionalism; excellent interpersonal skills including the ability to be cooperative with supervisors, challenging customers and co-workers; critical thinking ability; proficiency with Microsoft Outlook, Word, Excel, PowerPoint and Internet Explorer; experience using CORE-CT for ordering, experience maintaining supplies and experience tracking office budgets; ability to learn and use new computer applications; excellent typing and proofreading ability; knowledge of proper grammar, punctuation, spelling and business correspondence formatting; excellent organizational skills; ability to prioritize, multitask and provide support to multiple people at the same time; ability to complete assignments within specified deadlines; ability to communicate effectively, both verbally and in writing, and with a variety of customers including co-workers, staff, managers, the public, and high-level officials; excellent attendance; clerical experience in a construction and/or engineering environment; familiarity with engineering documents; a college degree or college coursework.

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.