STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #210610-3591CL-001

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Introduction
Looking to advance in your career with the State of Connecticut? 
If so, we invite you to check out this opportunity!

The Department of Correction (DOC), Cheshire Correctional Institution, is seeking an Administrative Assistant to work in the Warden's Office.

JOB DETAILS
This is a full-time, 40 hour-per-week position, located in Cheshire, CT. The schedule is Monday-Friday on first shift.

This position will handle a variety of confidential information in a correctional environment. Primary responsibilities include:
  • Handling all administrative functions related to composing letters and emails for the Warden, the general public, outside agencies and private entities
  • Tracking facility reports and evaluations
  • Creating slide presentations per the Warden's instructions
  • Sending out notices to the facility
  • Corresponding with requestors
  • Gathering documents from, and coordinating with, agency Divisions and Units
  • Copying and redacting documents
  • Tracking progress of and fulfilling requests.
Other responsibilities will include various administrative duties related to functions of the Correctional Facility at the discretion of the Warden. Applicant’s work must reflect reliability, and will require great organizational skills, a professional demeanor, adherence to policies, meeting deadlines and completing an efficient work product.

We offer a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off, including 12 paid holidays per calendar year!

ABOUT US
         

Our Mission: DOC shall strive to be a global leader in progressive correctional practices and partnered re-entry initiatives to support responsive evidence-based practices aligned to law-abiding and accountable behaviors. Safe and security shall be a priority component of this responsibility as it pertains to staff, victims, citizens and offenders.

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 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).

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

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.

Questions about this recruitment should be directed to Jake Ferrari via email at jake.ferrari@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 using Microsoft Office Suite in a work environment, including Outlook
  • Experience drafting business communication, such as composing and editing letters and reports
  • Experience working in and staying organized in a fast-paced environment
  • Experience communicating in person, on the phone, and in writing with a variety of constituents, including co-workers and the public.
  • Experience working with confidential information.

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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