STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #210614-3591CL-001

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Introduction


Are you a current State of Connecticut employee? Do you enjoy prioritizing, multitasking, and performing complex office administrative duties? If so, read below & apply today! 

The State of Connecticut, Department of Transportation (DOT), is now accepting applications for an exciting Administrative Assistant role within the Bureau of Engineering and Construction Division of Bridges located at our Headquarters in Newington, CT. This position is full time, 40 hours/week and is a part of the NP-3 (Clerical) bargaining unit. It is our mission to provide a safe and efficient intermodal transportation network that improves the quality of life and promotes economic vitality for the State and the region.

We are seeking a dynamic, customer service-oriented, energetic, and driven team player, who is passionate about serving the public and about the work we do at the DOT to deliver our mission. In this role, you will provide high-level clerical support to the Division Chief of Bridges and the staff of 6 units within the Division. You will also provide superior customer service to the Division's staff and stakeholders. If you are cooperative, responsive, have excellent written communications skills and are willing to go the extra mile this could be the position for you! 
Discover the Opportunity to: 
  • Prepare timely and accurate letters, memoranda, and correspondence for the Division Chief and other Division staff. 
  • Courteously respond to telephone calls and emails from the general public, resolve questions and complaints. 
  • Make travel arrangements, schedule and take notes for meetings. 
  • Purchase supplies for office, design staff and safety inspections. 
  • Set standards for digital correspondence environment. 
  • Set priorities for the secretarial staff in the units and coordinate trainings. 
  • Prepare documents for interview panels and employment changes such as, transfers and new hires. 
  • Track responses to log letters and other outside inquiries.
  • Be accountable, problem solve, and communicate appropriately with a wide range of individuals at various levels inside and outside of the Department. 
  • Display a positive attitude and be self-motivated.  
  • Showcase excellent organizational skills and strong attention to details. 
  • Be able to complete assignments within specified deadlines and schedule/prioritize office workflow. 
  • Possess strong computer skills and be fully competent with Microsoft Word, Excel, Outlook and PowerPoint. 
  • Have a high level of professionalism and excellent interpersonal skills including the ability to be cooperative in challenging situations. 
  • Display strong oral and written communication skills, including excellent grammar and spelling, as well as very good attendance. 
Benefits: The DOT offers a competitive starting salary and excellent State benefits package including health/dental insurance, generous paid time off, retirement plan options, and a multitude of other benefits. We also offer the convenience of an on-site, low-cost fitness center, on-site cafeteria, ample free parking, and access to electric vehicle (EV) charging. We are centrally located in Newington with easy access from major highways and by public transportation.

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 Qualifications as listed on this job opening. You must specify your qualifications on your application. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.

*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 be legally authorized to work in the United States.

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.                                                                         

NOTE: At any point during the recruitment process, applicants may be required to submit additional documentation which supports their qualification(s) for this position. These documents may include: performance appraisals, cover letters, college transcripts, verification of degree completion, foreign education equivalency reports from a recognized USA accrediting service, licensure, performance appraisals, employment/supervisory references, etc. 

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 may be limited to candidates whose experience and training most closely meet the requirements of the position. 

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

Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.

If you have any questions, please contact faith.macdonald@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 working in a multi-faceted high-volume work environment including collaborating with other administrators, support, and management personnel.
  • Experience maintaining paper and digital office filing systems, including organizing and tracking files, and storage in accordance with records retention policies.
  • Experience with Microsoft Office Suite including Microsoft Outlook (including managing multiple calendars), Word, Excel, PowerPoint, SharePoint, Teams, and Bluebeam.
  • Experience addressing telephone, written, and in-person inquiries for information and assistance.
  • Experience identifying problems, researching solutions, making decisions, and verifying accuracy of decision. 
  • Experience preparing announcements, agendas, minutes, creating forms, managing data, and developing spreadsheets. 
  • Experience communicating verbally and in writing to multiple diverse populations and skill levels including training others on systems, protocols, policies, and procedures.
  • Experience composing and editing business communications and editing user letters and reports with an understanding of engineering and construction terminology.
  • Experience processing and correcting confidential and time-sensitive information for accuracy and completeness while meeting deadlines.
  • Experience monitoring budgets and supplies and using Core-CT for purchasing and time and attendance processes.
  • Experience with Department and/or Division policies and procedures including State travel procedures.

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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