STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #200626-3591CL-001

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Introduction



The State of Connecticut, Department of Children and Families (DCF) Careline, located Central Office, 505 Hudson Street in Hartford, CT, is currently recruiting for one (1) Administrative Assistant. This is a full-time position, 40 hours per week, Monday through Friday. The hours are 8 am to 5 pm. 

The Department of Children and Families (DCF) partners with communities, empowering families to raise resilient children who thrive. We are composed of a Central Office, 14 area offices, and 2 facilities, and the Wilderness School.

The DCF Careline is the centralized location for all reports of abuse and neglect of children. It is staffed 24 hours a day, 7 days per week, 365 days per year with social worker staff respond to phone calls of abuse of neglect.   In addition to the Call Center, the DCF Careline is responsible for Special Investigations, Education Professional Investigation and providing Background Check Services.  

The Administrative Assistant provides administrative support to the Careline Director and four (4) Program Supervisors and has daily responsibility of assisting social work staff and will perform a variety of highly skilled clerical functions that enable the Careline to function in an organized and systemic manner.   

Responsibilities of this position include, but are not limited to:
  • Preparing weekly & monthly reports, assisting, creating, and maintaining tracking system, assisting in presentation preparation by creating PowerPoint slides
  • Taking inventory of supplies, debit cards, records vehicle maintenance and mileage sheets, triages all building issues or concerns
  • Coordinating meetings and training for Director and Program Supervisors
  • Handling all correspondence, directing phone calls, maintaining multiple Microsoft Outlook calendars, scheduling meetings, and taking minutes for the Careline Director and 4 Program Supervisors
  • Preparing mileage reimbursements, supporting the duties of the Unit Supervisor and Office Assistant when absent
  • Setting up new employees for access to building and various systems/devices (2116 form, desk setup, cell phone, and proxy cards), Parking assignments, proxy card activation, Building liaison for any building issues
*New State employees start at the minimum of the salary range. 

Selection Plan

Please ensure that your application is complete and it includes how your experience meets the preferred qualifications as listed in this posting. (Please include your resume within the "Resume Tab" of your application). You will be unable to make revisions once you submit your application into the JobAps system.

At any point during the recruitment process, applicants may be required to submit additional documentation which supports their qualification(s) for this position. These documents may include performance reviews, attendance, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency. You do not have to attach these documents to your application submission.

This posting MAY require completion of additional referral questions, which will be sent to you via email after the closing date. Please regularly check your email for notifications. You must reply by the deadline indicated on the notification or you will be automatically disqualified from consideration.

Should you have any questions pertaining to this recruitment, please contact Lorna Reid, Lorna.Reid@ct.gov, 860-550-6504. 

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

Preference will be given to the candidate with experience in the following:
  • Processing confidential and time sensitive records and/or information such as background checks
  • Working in a high paced environment with timelines
  • Microsoft Outlook, Excel (including use of pivot tables), PowerPoint, and Visio
  • Creating, organizing and maintaining workflow and procedural standards
  • Composing complex letters and/or memoranda
  • Office management
  • Compiling data and preparing reports
  • Arranging and coordinating meetings
  • Taking minutes
  • Handling and addressing telephone and written inquiries for information and assistance
  • Developing and maintain positive relationships with internal and external stakeholders

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.





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