STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant (Confidential)

Strategic Development Unit

Recruitment #200117-3591CA-001

Introduction

The mission of the State of Connecticut Department of Revenue Services (DRS) is to instill public confidence in the integrity and fairness of tax collection; deliver the highest level of voluntary taxpayer compliance; continuously improve agency performance; contribute to the fiscal and economic well-being of the state; and provide a positive and professional workplace.

We strive to be leaner, flatter, smarter and more focused on taxpayer services than ever before. We strive every day to be efficient, effective, honest, transparent and fair. We try to be sure the voice of taxpayers is heard and that we understand the impact of our actions on their lives and businesses.

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DRS has a superb anticipated opportunity to serve as an Administrative Assistant within the Strategic Development Unit. In this role your responsibilities will include:

·        Assigned as the Agency’s Terminal Agency Coordinator (TAC), who is the assigned contact person as required by the Federal Bureau of Investigation for receiving COLLECT/FBI Criminal Justice Information;

 

·        Coordinating Agency Training programs;

 

·        Implementing staff and development programs as directed, to include creating surveys as part of the change management, utilizing SharePoint; writing procedures and policies for Senior Management review.

 

·        Independently researching issues, referring and coordinating responses from others in the agency, tracking assignments and assuring timely response to all correspondence and other communication.

We are seeking a candidate who has strong organizational skills and who is able to meet multiple deadlines.

This position is a 40 hour per week (Monday-Friday) position and will be located in Hartford, CT.

Selection Plan

Applicants must upload a resume with their applications.

At any point during the recruitment process, applicants may be required to submit additional documentation which support 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.

The certified list for this recruitment may be used for future opportunities within the next year at the Department of Revenue Services.

Due to the volume of applications anticipated, we are 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 Marybeth Bonsignore, Marybeth.Bonsignore@po.state.ct.us, 860-297-5700.

PURPOSE OF JOB CLASS (NATURE OF WORK)

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.

EXAMPLES OF DUTIES

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.

KNOWLEDGE, SKILL AND ABILITY

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).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Four (4) years' experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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.

PREFERRED QUALIFICATIONS

· Work experience organizing and managing a team of individuals;

· Experience formulating program goals and objectives;

· Experience developing and implementing program policies and procedures;

· Excellent verbal and written communication skills;

· Advanced experience with Microsoft Office Suite, including Word, Excel, Access, Outlook, PowerPoint and SharePoint;

· Experience with multiple survey program software;

· Experience working with confidential data;

· Experience servicing multiple customers and prioritizing competing demands

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.