Administrative Assistant (Confidential)
Recruitment #210506-3591CA-001
| Location |
Newington, CT
|
|---|---|
| Date Opened | 5/12/2021 12:00:00 AM |
| Salary | $57,777 - $76,263/year |
| Job Type | Open to Statewide Employees |
| Close Date | 5/18/2021 11:59:00 PM |
Introduction
- Finance: the overall preparation, monitoring, and analysis of the Department's Operating and Capital budgets;
- Contracts: Oversees the Department’s construction bidding and contracting activities, as well as, the development and execution of Department agreements, and the administrative oversight of the Contract Compliance Unit;
- Operations and Support: Responsible for operational functions related to the Procurement, Support Services, and Accounts Payable Units; operational functions related to the Asset Management, Inventory Control, and Materials Management Units; Code Enforcement, Concessions, Security and Facilities Management;
- External Audit: performs financial and compliance audits in accordance with government auditing standards of consultant's indirect cost rates and agreements between the Department and consultants, utility companies, railroads, municipalities, contractors, concessionaires, and other third party entities.
- Typing, researching and preparing reports, developing financial spreadsheets, preparing complex letters/memoranda, editing correspondence prepared by other Bureau personnel for the Commissioner and/or Bureau Chief’s signature;
- Acting for the Bureau Chief within defined limits of authority and assisting him with activities related to day-to-day office operations; making travel arrangements, preparing travel authorizations and reviewing travel documents prepared by other Bureau personnel;
- Arranging and coordinating meetings, assisting in budget development and submission, and screening and directing inquiries and correspondence for appropriate response and/or action.
Selection Plan
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 and Preferred 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).
Applicants must include a resume within the "Resume Tab" of their application. Ensure that your application is complete before submitting it. Applicants will be unable to make revisions once their application is submitted into the JobAps system.
The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
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.
Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
Applications to this recruitment may be used for future vacancies.
Should you have any questions pertaining to this recruitment please contact Gary Chirgwin at gary.chirgwin@ct.gov.
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
- Experience composing business communications, including program correspondence and editing user letters and reports;
- Experience writing, editing and distributing formal Agency communications;
- Experience with Microsoft Office Suite including Microsoft Outlook, Word, Excel (including use of pivot tables), PowerPoint, MS Teams(including scheduling meetings) and Visio, managing data, composing correspondence, and or memoranda, developing spreadsheets, report writing, and tracking;
- Experience organizing detailed-oriented office/administrative assignments;
- Experience processing and correcting confidential and time-sensitive information for accuracy and completeness;
- Experience working with Oracle/Peoplesoft, Core-CT or similar enterprise reporting software;
- Experience maintaining paper and digital office filing systems, including organizing and tracking files, and storage in accordance with records retention policies;
- Experience handling and addressing telephone and written inquiries for information and assistance;
- Experience taking minutes of meetings.
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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