STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Assistant

Recruitment #200910-7086CL-001

Introduction


Our Mission:
The State of Connecticut, Department of Correction shall strive to be a global leader in progressive correctional practices and partnered re-entry initiatives to support responsive evidence-based practices aligned to law abiding and accountable behaviors. Safety and security shall be a priority component of this responsibility as it pertains to staff, victims, citizens and offenders.

Are you passionate about helping others and making a difference? 

DOC is seeking highly motivated individuals to deliver support for our Health Services Unit, undertaking a variety of support processes and tasks. Tasks include but not limited to: managing organizational charts, logging travel for our leadership team and managing schedules. 

We invite you to discover this exceptional opportunity as a dedicated Office Assistant. This position is full-time, first shift, Monday - Friday 7:30am - 4:00pm located at Willard-Cybulski CI, Enfield, CT.

We look forward to you joining our dynamic team.

Selection Plan

Please ensure that your application is complete.  You will be unable to make revisions once it is submitted.  Applications that are untimely, incomplete or inaccurate will not be considered.

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

Should you have questions pertaining to this recruitment, please contact Erica.McGuinness@ct.gov.

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

Our preferred candidate will have:

  • A background with data entry including report generation and processes. 
  • Excellent written and verbal skills. 
  • Aptitude in problem solving. 
  • Excellent organizational and time management skills. 
  • Thorough understanding of office management procedures. 
  • Working knowledge of office equipment.
  • Considerable knowledge using Microsoft Office including creating, reading and interpreting charts, tables and reports in Excel.  
  • Experience with creating written communication, memos and letters in Word and Outlook.  
  • Additional software knowledge using electronic health record, Citrix, PeopleSoft and Kronos preferred. 
  • Strong background using database systems and electronic ordering of supplies. 
  • Experience working in a correctional environment preferred. 
  • Experience providing accurate information over the phone and in-person to a diverse population.  
  • Ability to multi-task and work in a fast-paced environment.

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals 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.