Administrative Assistant

The Department of Correction (DOC) has an exciting opportunity for a current agency employee.

Central Office Security Unit is seeking an Administrative Assistant to work in the Director's Office handling a variety of confidential information. The primary responsibility will be handling administrative functions, including but not limited to composing letters and emails for the Director, to the general public, outside agencies and private entities; tracking facility and security division reports; tracking evaluations; creating presentations per the Director's instructions; sending notices to the facilities; corresponding with requestors; gatherng documents from, and coordinating with, Agency Divisions and Units; copying and redacting documents; tracking progress of an filfilling requests. Other responsibilities will include a variety of administrative duties related to functions of the Central Office Security Division at the discretion of the Director.

To be successful in this position, the chosen candidate should be reliable, professional, and have have superior organizational skills. Our candidate must practice strict adherence to policies, meet deadlines and produce a superior work product. The work schedule will be 40 hours, Monday through Friday, 8:00 a.m. - 4:30 pm.

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).

This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board  (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam. 

Please ensure that your application is complete.  You will be unable to make revisions once it is submitted.  Questions can be sent to Emily.Kennedy@ct.gov.

All State employees shall follow the guidelines as listed in Executive Orders  13F (3a) and 13G (3a) .

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.

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.

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).

Four (4) years' experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

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.

• Experience creating and maintaining schedules in MS Outlook
• Ability to create graphs and charts using MS Excel
• Experience creating and proofreading business communications
• Ability to work calmly in a fast paced environment
• Excellent phone etiquette
• Experience working and communicating with diverse groups of people
• Experience working with confidential information

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.