Connecticut StateDepartment of Administrative Services

Office Assistant

Recruitment #190808-7086CL-001

Introduction

The State of Connecticut, Department of Emergency Services & Public Protection (DESPP) is recruiting for  an Office Assistant located at the Connecticut Fire Academy in Windsor Locks. This is a full time, 40 hour per week position, Monday-Friday schedule.  The Connecticut Fire Academy mission is to prevent or mitigate the effects of fire and disasters through leadership and collaboration with municipalities, fire departments and regional fire schools. This Office Assistant serves as the Fire Academy's primary liaison with the Department of Emergency Services and Public Protection's  Fiscal Services in Middletown.  

Duties include but not limited to the following:
  • preparing daily bank deposits; 
  • direct journal deposits entries;
  • prepares weekly invoices,records customer payment an credit accounts; 
  • mail/bulk mail accounts management, provide general clerical support, etc.

Selection Plan

Candidates selected for interview must provide the following at the time of interview:

State Employees:                              

  • Two (2) most recent performance evaluations  
  • Cover Letter                            
  • Completed CT-HR-13                 

Non State Employees:

  • Two (2) letters of professional reference from a current and/or previous supervisor    
  • Cover Letter                          
  • Completed CT-HR-13  

Click here CT-HR-13 to complete the Criminal Convictions addendum.  The CT-HR-13 can also be found on the DAS website http://portal.ct.gov/das by typing in “CT-HR-13” into the “Search Department of Administrative Services” search field.  Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history records check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation.

Failure to provide the required documents listed above or submit your application accurately and on time, will eliminate you from the recruitment process. Should you have questions pertaining to this recruitment, please contact the Human Resources Office 860-685-8200.  

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

  • Proficient in current Microsoft Excel and Microsoft Word; 
  • Ability to maintain, balance and reconcile interrelated accounts, prepare simple financial statements; 
  • Experience with preparing and processing purchase orders and requisitions; 
  • Experience with the Learning Management Systems.

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.







The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.