STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #210728-3591CL-001

Introduction



Are you a State of CT employee wanting to make a difference while participating in a dynamic and reciprocal human services environment? If so, we want you to join our team! 

The State of Connecticut, Department of Children and Families (DCF) is currently recruiting for an Administrative Assistant within the Health and Wellness Unit. The Health and Wellness Unit is a thriving unit comprised of 35 staff working in Central Office and Regional Offices. This position is Monday-Friday, full-time (40 hours per week) with a work schedule of 8:00 am – 4:30 pm, with a 30-minute meal break.

The Administrative Assistant in this role will: 
  • Provide support to the Health and Wellness Unit staff
  • Facilitate and maintain workflow for efficiency of the unit
  • Communicate with division staff in regional offices
At DCF, our mission is to partner with communities and empower families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce who strive every day to meet the needs of those we encounter.

As a State employee, we offer the same competitive benefits you are accustomed to. We encourage a healthy work-life balance for all employees.

We hope you take this opportunity to join our team and continue serving your state!

Selection Plan

Candidates will be required to successfully pass an extensive background check to include State Police check, Federal background (fingerprint), and pre-employment physical.

Applicants must meet the Minimum Qualifications as listed on the job opening and specify their qualifications on their application. Please ensure that your application is complete. Please include a resume within the "Resume Tab".

Please note: you will be unable to make revisions once you officially submit your application into the JobAps system.  

Applicants invited to interview 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.  

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process.  Updates will be provided through your JobAps portal account. Interviews will be limited to candidates whose experience most closely meets the preferred requirements of the position. Candidates must clearly specify their qualifications in their application.

This posting may require completion of additional referral questions (RQ’s) 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 applications to this recruitment may be used to fill future vacancies in the job classification.

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.

Should you have questions pertaining to this recruitment, please contact Michelle Gara at Michelle.Gara@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 with Excel including creating pivot tables and graphs
  • Experience with Outlook and Microsoft Teams including creating and maintaining schedules and calendars
  • Experience with timekeeping systems (i.e. Kronos)
  • Experience creating and editing PowerPoint presentations

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.