STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Assistant

Recruitment #210408-7086CL-002

Introduction

Who We Are
Our mission at the State of Connecticut Department of Aging and Disability Services (ADS) is to maximize opportunities for the independence and well-being of people with disabilities and older adults in Connecticut. We believe in:

  • INTEGRITY: We interact honestly and fairly with all others, adhering to strong ethics, values and principles.
  • RESPECT: We value and recognize others for their unique skills, talents and contributions, and are considerate in all interactions.
  • PROFESSIONALISM: We are mindful of our daily conduct and strive to have the highest work standards with a courteous attitude.
  • OPEN COMMUNICATION: We encourage the sharing of information and knowledge in an accurate, honest and supportive way.
The Role:
ADS is currently recruiting for an Office Assistant for the New Haven area office. This position is the first line of contact and responsible for providing quality customer service to our consumers who are applying for services in person and over the phone. Candidates should have experience with Microsoft Office, maintaining scheduling for multiple individuals and processing incoming mail which includes distribution, scanning and faxing. 

Position Details:
Location: 370 James Street, Suite 306, New Haven, CT 06513

What’s in It For You- Leading Comprehensive Benefits: Competitive salary structure, excellent health & dental coverage, generous vacation, personal, and sick time, retirement plan options & more!

Selection Plan

NOTE:  Please do not submit a resume.  

Applications to this recruitment may be used for future vacancies.

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error. 

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.

At any point during the recruitment process, applicants may be required to submit documentation which support their qualification(s) for this position. These documents may include: performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency. If selected to interview, please bring the following at the time of interview: Non State Employee: Three (3) professional references from current or former Supervisor. State Employee: Two (2) most recent service ratings at the time of interview.

Should you have questions pertaining to this recruitment, please contact Raisa Capellan at raisa.capellan@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

  • Experience providing customer service to individuals with a disability; 
  • Experience with Microsoft Outlook;
  • Experience processing mail;
  • Experience working with an electronic case management system.

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.