STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #210617-3591CL-001

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Introduction


Are you a self-motivated professional who excels at prioritizing, multitasking, and performing complex office administrative duties? Are you a current Department of Transportation employee looking to advance your career within the agency? Do you want to help shape the future of transportation in CT? If so, read below & apply today!  

The State of Connecticut, Department of Transportation (DOT), is now accepting applications for an exciting Administrative Assistant opportunity within the Office of Highway Operations, Central Maintenance Unit located in Newington, CT. This role will report to the Transportation Maintenance Administration. Our mission is to 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.
The Role: 
  • You will perform complex office administration duties in the following areas: typing, filing, correspondence, report writing, interpersonal, processing, personal secretary, and office management. 
  • You will design office filing systems. 
  • You will organize and maintain files (including confidential ones).
  • You will maintain, update, and review references, materials, and manuals.
  • You will compose complex letters and/or memoranda, etc. (e.g. explaining department practices and/or policies) for own or manager's signature.
  • You will research and assemble information from a variety of sources and prepare statistical and/or narrative reports. 
  • You will analyze information and may make recommendations.
  • If invited for interview you will be requested to supply copies of your last two performance appraisals. 
  • The schedule is 40 hours/week, Monday- Friday, 7:30am-4:00pm for this role. 
  • See other duties below in the "examples of duties" section of this job posting.

Selection Plan

In order to be considered for this job opening, you must be a current State of Connecticut employee of the Department of Transportation, who has permanent state status*, and meet the Minimum Qualifications as listed on the 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).

Please select the location(s) listed above on your application. Failure to indicate a location listed above may result in your application not being considered for that specific location. Please 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 answer additional questions and/or submit additional documentation which supports their qualifications for this position. These documents may include cover letters, college transcripts, verification of degree completion, proof of licensure, performance appraisals, employment/supervisor 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 will 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.

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.

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.


ADDENDUM TO THE SPECIFICATIONS FOR THE CLASSES OF SECRETARY 1, SECRETARY 2 AND ADMINISTRATIVE ASSISTANT

Primary differentiators between the secretarial series and the general clerical series:

1. Secretaries are expected to plan, organize and coordinate the full range of office support activities. They become involved in designing and recommending forms, procedures and office systems. Incumbents in the general clerical classes are usually responding to specific assignments and plan and coordinate around those tasks. Most of their work is within the context of previously designed procedures and systems.

2. Secretaries have additional technical skill requirements such as business communications (writing and editing letters and reports), considerable knowledge of office systems and procedures, research skills, ability to take notes (shorthand, speedwriting or other acceptable method) and business mathematics. Knowledge of office administration (budgeting, personnel administration, purchasing, etc.) is critical to the Administrative Assistant.

3. Secretaries have a higher level interpersonal dimension to their jobs. They are able to schedule appointments for staff, handle telephone calls requiring knowledge of and sensitivity to the unit's functions, etc. At the highest level the Administrative Assistant actually troubleshoots for the manager. In the general clerical classes the interpersonal dimension requires tact and diplomacy and the ability to accurately give and receive information.

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 including Outlook, Word, Excel, SharePoint, etc. 
  • Experience performing a full range of administrative functions while demonstrating organizational skills, prioritizing tasks, and multitasking. 
  • Experience preparing, drafting, and editing business communications such as letters and reports. 
  • Experience interacting and communicating orally and in writing, with a diverse workforce and customer base including the public, various state agencies, and elected officials.
  • Experience learning new software and technology.

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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