STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #210603-3591CL-001

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Introduction


The State of Connecticut, Department of Correction (DOC), is seeking a qualified, self-motivated individual for an opening as an Administrative Assistant reporting directly to the Superintendent of Schools. This position would work out of the Department of Correction’s Central Office located at 24 Wolcott Hill Road, Wethersfield, CT. 

Position Details

This vacancy is for a full time 40 hours per week, Monday through Friday and is located in Wethersfield, CT.

Your Role

  • Handling all office correspondence including: emailing, directing phone calls, maintaining multiple Microsoft Outlook calendars, and distributing office wide emails
  • Coordinating and creating meetings, agendas, and trainings for Director and Program Supervisors 
  • Scheduling and participating in management meetings and conference calls, and taking minutes for the Area Office Director and Program Supervisors
  • Assisting in presentation preparation by creating PowerPoint slides
  • Preparing weekly and monthly reports
  • Creating and maintaining tracking systems
  • Triaging all building issues or concerns including: taking inventory of supplies, and recording vehicle maintenance and mileage sheets
  • Supporting the duties of the Office Supervisor and Office Assistant when absent including scanning, faxing, copying or mailing documents
  • Processing confidential and time sensitive records and/or information such as background checks
  • Willing to become, or an already active Notary, and COLLECT certified
  • General supervision of clerical staff
Watch the video to see how you can make an Impact by Serving your State!

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee of the Department of Correction, who has permanent state status*, and meet the Minimum Qualifications by the closing date of this 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 ensure your application is complete prior to submission.  You will be unable to make revisions once you officially submit your application to the State of Connecticut.

Candidates who submit an untimely, incomplete or inaccurate application will not be considered for this employment opportunity.

During the recruitment process, applicants may be required to submit additional documentation supporting their qualification(s).  These documents may include: performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the agency.   

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 immediate vacancy is listed above, however, applicants to this recruitment may be used for future vacancies in this job class.

Any questions regarding this recruitment may be directed to Erica McGuinness at erica.mcguinness@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 operating Microsoft Office Suite software including: Word, Excel, PowerPoint, and Access.
  • Experience using Microsoft Excel to manipulate data by tracking and sorting, as well as constructing charts and visual information
  • Experience with State of CT Education Software Programs including:
    • Adult Ed. Reporting
    • PSIS (Public School Information System)
    • PowerSchool

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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