Administrative Assistant

The State of Connecticut Department of Motor Vehicles' Legal Services Division is seeking an Administrative Assistant to join a team that handles a variety of legal issues in a fast-paced, collaborative environment.  The applicant’s primary responsibility will be handling all administrative functions related to Freedom of Information Act requests, including documenting requests, corresponding with requestors, gathering documents from, and coordinating with, agency Divisions and Units, copying and redacting documents, tracking progress of requests and fulfilling requests.  Other responsibilities will include a variety of administrative duties related to functions of the Legal Services Division and the Legal Director, including but not limited to: answering phones and communicating with customers, composing letters, conducting research, writing reports and tracking data.  Applicant’s work must reflect the Division’s strong emphasis on organization, adherence to deadlines and the accuracy and reliability of work product. The work schedule will be Monday through Friday from 8:00 a.m. to 4:30 p.m. or 8:30 a.m. to 5:00 p.m. 

Should you have questions pertaining to this recruitment, please contact Carol Pfeifer at carol.pfeifer@ct.gov or (860)263-5268. 

This position will be filled in accordance with reemployment, SEBAC, transfer, promotion and merit employment rules.  

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 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).

All applicants must include a resume within the "Resume Tab" of their application with their submission.  Please Note: You will be unable to make revisions once you submit your application for this posting to the JobAps system.

Applicants selected for interview must bring a writing sample, performance evaluations and attendance records to the interview.

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 working in a legal environment
• Efficient, well-organized and detail-oriented
• Proficient in Microsoft Office Suite (Word, Excel, Outlook and PowerPoint)
• Able to conduct research independently
• Experience developing and maintaining electronic and hard copy filing systems
• Ability to manage a large volume of work and meet deadlines
• Excellent phone etiquette
• Excellent oral, written and interpersonal skills

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.