Administrative Assistant

Recruitment #210224-3591CL-001

Location

East Hartford, CT

Date Opened

3/1/2021 12:00:00 AM

Salary

$57,777 - $74,767/year

Job Type

Open to Statewide Employees

Close Date

3/9/2021 11:59:00 PM

Go Back View Benefits

Introduction

The State of Connecticut, Department of Developmental Services (DDS) - North Region has one (1) current full-time job opportunity for an Administrative Assistant position based out of the Private Division in East Hartford, CT.

This is a full-time forty hour (40) per week position on 1st shift, with a schedule of:

• Monday - Friday: 8:00 am-4:30 pm

Regular Days Off (RDO): Saturday & Sunday

However, must be flexible in order to meet the needs of the agency.

The North Region of Connecticut's Department of Developmental Services support individuals and families throughout the counties of Hartford, Tolland, and Windham, covering 57-towns. Our offices are located in East Hartford, Newington, Willimantic, and Putnam. The service area population and budget allocation for the North Region represent approximately one-third of the overall Department of Developmental Services.

The Department of Developmental Services Northern Region offers the following programs and services for individuals and families.

Respite Care
Family Support Services (for individuals who live with their families)
Early Intervention
Family Grants
Employment Services
In-home Support
Residential Services
Adult Day Care Program
Camp Quinebaug

Selection Plan

This posting MAY require completion of additional referral questions (RQ’s) which will be sent to you via email after the closing date. Please regularly check your email for notifications, to include spam and junk mail. Failure to reply by the deadline indicated on the notification may result in you being disqualified from consideration.

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. Applicants must meet the Minimum Qualifications as listed on the job opening and must specify their qualifications on their application.

At any point later in the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: performance reviews, attendance, supervisor references, college transcripts, etc., at the discretion of the hiring agency.

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status updates during the recruitment process. Please note that not all applicants will be contacted for interview and are encouraged to apply for future postings. Should you have any questions pertaining to this recruitment, please contact Lisa Womble at Lisa.Womble@ct.gov.

If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Renee LaBarge, DDS EEO Director at 860-418-6022 or Renee.LaBarge@ct.gov.

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).

Please note you will be unable to make revisions once you submit your application for this posting to the JobAps system.

Applications to this recruitment may be used for future vacancies.

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 candidates who possess documented work experience with the following:

Working with CORE-CT with time reporting and approvals.
Working with Probate Courts and knowledge of Guardianship process.
Composing complex correspondence within and outside the agency.
Assisting with preparing divisional position justifications and postings.
Authorizing and track purchases for unit supply requisitions.
Experience communicating with internal and external customers verbally and in writing.
Experience with Microsoft Office Suite including; scheduling meetings, managing data, composing correspondence, developing spreadsheets, report writing and tracking, work in a high volume environment.
Training others on systems, protocols, policies and procedures.
Initiating and joining meetings on virtual platforms such as TEAMS, ZOOM, etc.
Experience identifying problems, researching solutions and making a decision and verifying accuracy of decision. Experience as a team member.
Preparing announcements, agendas, reports, minutes and creating forms.
Experience providing written and verbal communication to multiple diverse populations and skill levels.
With detail and accuracy and proofreading.

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.