Administrative Assistant

The State of Connecticut Department of Transportation (DOT) invites qualified State of Connecticut employees to apply for an Administrative Assistant position in the Bureau of Engineering and Construction, Division of Bridges, at our Headquarters in Newington, Connecticut. This position is full time, 40 hours per week and is in the NP-3 (Clerical) bargaining unit. In this role, you will provide high-level clerical support to the Division Chief of Bridges and the staff of the 6 units within the Division, as well as excellent customer service to the Division's staff and stakeholders.

Examples of responsibilities include, but are not limited to: prepares timely and accurate letters, memoranda, and correspondence for the Division Chief and other Division staff; courteously responds to telephone calls and emails from the general public, resolving questions and complaints; makes travel arrangements; schedules and takes notes for meetings; purchases supplies for office, design staff and safety inspections; sets standards for digital correspondence environment; sets priorities for the secretarial staff in the units; coordinates training; prepares documents for interview panels and employment changes such as transfers and new hires; and tracks responses to log letters and other outside inquiries.

This position requires an advanced level of accountability, problem resolution ability and ability to communicate appropriately with a wide range of individuals at various levels inside and outside of the Department.  To be successful in this position, the selected candidate must also be self- motivated, have a positive attitude, possess excellent organizational skills, strong attention to detail, be able to complete assignments within specified deadlines, and be able to schedule and prioritize office workflow. The selected candidate must possess strong computer skills and be fully competent with MS Word, Excel, Outlook and PowerPoint. This opportunity requires a high level of professionalism, excellent interpersonal skills including the ability to be cooperative in challenging situations, strong oral and written communication skills, including excellent grammar and spelling ability, and very good attendance.

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

Applicants must be legally authorized to work in the United States.

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, 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. The candidate pool resulting from this posting may be used to fill Administrative Assistant vacancies that occur in the 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.

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 Ouellette at jackie.ouellette@ct.gov and reference Administrative Assistant - Bridges #31875.

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.

In addition to the qualities outlined in the Introduction section above, we seek experience in a construction and/or engineering environment and familiarity with engineering documents. Knowledge of Department and/or Division policies and procedures, and relevant education is also preferred.

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.