Administrative Assistant

The State of Connecticut Department of Transportation (DOT) has an Administrative Assistant job opportunity available in the Bureau of Highway Operations, District 4 Maintenance Unit located in Thomaston. This opportunity is available to DOT Agency employees only.

This position is full time, 40 hours per week, and is in the NP-3 (Administrative Clerical) bargaining unit. The selected candidate will report to the Transportation Maintenance Director. The Administrative Assistant performs complex assignments for the Transportation Maintenance Director and partners daily with the District as a whole, and the units that the Director oversees. The incumbent of this position is accountable for a full range of secretarial functions and administrative activities requiring an advanced level of accountability, problem solving and interpersonal contacts. The incumbent of this position performs the most complex tasks in providing both office administration and secretarial support to the Maintenance Director.

The primary duties include formatting and typing a full range of correspondence and reports; performing data entry and compiling information from a variety of sources. Prepares complex reports (using judgment in selection of items to be included; designing office filing systems and maintaining files (including confidential and electronic files; composing complex letters and/or memoranda, etc.; proofreading and editing correspondence from designated staff; greeting and directing visitors; answering phones and screening incoming calls, directing callers and/or providing advice to callers regarding Department and Maintenance policy and procedures; coordinating with others both within and outside of the organization on a variety of Maintenance matters; reviewing letters, memos, reports and other materials to determine action required; arranging and coordinating meetings (including space and equipment); assembling and coordinating meeting materials, including attending safety meetings to take meeting minutes and prepare final minutes; scanning and emailing a variety of documents, including distribution of documents with critical schedules. Assisting the Director in maintaining accurate staffing levels/accountability of District Maintenance staff and providing justification and updated organizational charts to Human Resources for processing of position actions. Generating documents and reports to memorialize personnel actions within the Maintenance unit.

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 equivalent).

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 qualifications for this position. These documents may include; cover letters, college transcripts, verification of degree completion, proof of licensure, performance appraisals, employment/supervisor references, etc.

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. The candidate pool resulting from this posting may be used to fill Administrative Assistant vacancies that occur in District 4, Maintenance Director's unit, 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.

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.

Should you have any questions pertaining to this recruitment please contact Jackie Ciampi at Jacqueline.Ciampi@ct.gov and reference Pos. # 29644.

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.

Experience in support functions for a Maintenance office is necessary. Experience working with the public, routing and resolving complaints. Experience with extensive typing of technical correspondence and reports. Ability to work independently in planning, coordinating and executing a full range of office support activities.

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.