Administrative Assistant

The State of Connecticut, Department of Transportation (DOT) is seeking to fill two (2) Administrative Assistant to join our team within the Bureau of Policy and Planning.

This is a 40 hour per week, first shift, Monday through Friday position, located in our Newington office. 

These positions provide support for the Director(s) of Policy and Planning along with their respective offices. 

• One Director manages the Strategic Planning and Projects; and Environmental Planning offices. 
• One Director supports the offices of Roadway information Systems; Statewide Transportation Improvement Program (STIP), Coordination and Transportation Modeling; along with the Highway Safety Office.

The Transportation Policy and Planning Program is managed by the Bureau of Policy and Planning and is composed of the Transportation Planning subprogram and encompasses the work performed in five functional areas:

1. The Office of Strategic Planning and Projects develops policies and procedures to implement a program of transportation improvements that meets the requirements of the federal transportation guidelines and the Clean Air Act.
2. The Office of Environmental Planning develops and implements environmental policy for the department; prepares, processes and reviews environmental documents and all transportation projects in compliance with the National and State Environmental Policy Acts.
3. The Office of STIP, Coordination and Modeling, develops, maintains and coordinates Metropolitan Planning Organizations (MPOs) and USDOT approval of the Statewide Transportation Improvement Program (STIP) and periodic revisions.
4. The Office of Roadway Information Systems maintains the official statewide roadway and CTfastrak geo-database and Linear Referencing Systems for the Department.
5. The Highway Safety Office administers the National Highway Traffic Safety Administration’s Sections 402, 405, and 1906 Safety Programs and advances highway safety initiatives.

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.

The successful candidate will possess: 

1.     Experience in Microsoft Office Suite including Outlook, Word, Excel, Power Point

2.     Experience working with Microsoft Teams

3.     Experience working with CORE-CT

4.     Experience with procurement, including state procurement and travel procedures

5.     Experience managing work independently and collaboratively as part of a team

6.     Experience managing multiple assignments with orientation to detail

7.     Experience developing procedures and systems including electronic filing systems

8.     Experience in researching and assembling information

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.