Are you looking to advance your career and make a difference? If so the State of Connecticut, Department of Emergency Services and Public Protection (DESPP) has an exciting opportunity for you!
The Division of State Police provides a full range of law enforcement services to the State of Connecticut. There are currently 11 troops located throughout the state with State Police troopers providing the primary law enforcement services in 82 of the 169 municipalities in Connecticut. Additionally, the CSP provides major crime, emergency services, cause and origin investigations and traffic and truck enforcement to the entire state. Reports and Records is the central repository for Connecticut State Police incident reports, managing approximately 75,000 reports annually.
Reports and Records is recruiting for one (1) Office Assistant position. The Office Assistant(s) assigned to this unit are accountable for working independently in performing records management, customer service, fiscal related duties and limited Freedom of Information disclosure of Connecticut State Police accident reports. Reports and Records is seeking a qualified and experienced individual for one (1) Office Assistant position.
Position Details:
This is a full time, 40 hours per week, 8:00 am – 4:30 pm position, in the Reports and Records Unit located at 1111 Country Club Road, Middletown, CT. Availability for travel to all Troops, Units or regional offices is required.
We participate in a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off! We encourage a healthy work-life balance to all employees.
In this role you will:
Office Assistants assigned to this unit perform tasks pertaining to public disclosure of non-criminal accident reports; examine incoming reports for completeness and follow up on retrieving incomplete reports, logging documents as received in the electronic Records Management System, filing of case reports; coordinate and control electronic and paper records management systems; interpret and apply statues regarding exemptions and exceptions to the release of non-disclosure information; conduct audits of records to identify records retention requirements in conjunction with approved State Library retention schedules; complete daily financial audits of incoming revenue; process purchase requisitions/purchase orders through E-Pro; maintains inventories, order supplies, receive shipments and reconcile invoices; provide customer service via phone and in person; receives monies in various forms such as cash, checks and money order and prepares for deposit; performs related duties as required. This position has many physical requirements such as lifting heavy boxes, 30 – 50 lbs., climbing ladders, repetitive reaching and bending for extended periods of time. Travel may be required for coverage at local troops and unit locations.
Selection Plan
Candidates selected for interview must provide the following at the time of interview:
State Employees:
Two (2) most recent performance evaluations
Cover Letter
Completed CT-HR-13
Non-State Employees:
Two (2) letters of professional reference from a current and/or previous supervisor
Completed CT-HR-13
Click here CT-HR-13 to complete the Criminal Convictions addendum. The CT-HR-13 can also be found on the DAS Website by typing in “CT-HR-13” into the “Search Department of Administrative Services” search field. Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history records check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation. Also considered in this selection process, any pending or disciplinary history within the past 2 years and review of attendance records.
Please ensure your application is complete prior to submission. You will be unable to make revisions once you officially submit your application to the State of Connecticut.
Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. Applicants must meet the minimum qualifications as indicated to apply for this position.
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.
Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
The immediate vacancy is listed above, however, applicants to this recruitment may be used for future vacancies in this job class.
All State employees shall follow the guidelines as listed in Executive Orders 13F (3a) and 13G (3a).
Any questions regarding this recruitment may be directed to Erica McGuinness at erica.mcguinness@ct.gov.
PURPOSE OF JOB CLASS (NATURE OF WORK)
In a state agency this class is accountable for performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.
EXAMPLES OF DUTIES
1. TYPING: Types a variety of materials in relation to other duties or as assigned; enters and retrieves data on personal computers and computer terminals.
2. FILING: Sets up and maintains office procedures, filing and indexing systems and forms for own use.
4. REPORT WRITING: Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
5. INTERPERSONAL: Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority; responds to inquiries from other work units or departments/agencies; applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance; may lead lower level employees in carrying out assigned clerical functions.
6. PROCESSING: Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly; processes a variety of documents in determining routine case status; exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by phone or form letter; processes purchase requisitions/purchase orders for subsequent action; prepares payment lists and billing invoices; receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders; maintains billing control cards, files, journals or account ledgers by posting credits, expenditures, interest, etc.; figures payments, costs, discounts and adjustments using prescribed methods and formulas; receives monies in various forms such as cash, checks and money orders and prepares for deposit; maintains inventory and orders supplies; uses a variety of automated equipment to perform job functions; performs related duties as required.
KNOWLEDGE, SKILL AND ABILITY
Knowledge of office systems and procedures including proper telephone usage and filing; oral and written communication skills; skill in performing arithmetical computations; basic interpersonal skills; ability to perform a full range of clerical tasks; ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment; ability to operate office suite software; ability to schedule and prioritize workflow; ability to read and interpret complex instructions.
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Two (2) years of general clerical work experience.
MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED
College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months of experience.
PREFERRED QUALIFICATIONS
Experience with the Freedom of Information Act related to public records
Experience conducting audits or bookkeeping
Experience in customer service
Experience working with various Microsoft Office programs
Experience working with E-Pro or equivalent purchasing programs
SPECIAL REQUIREMENTS
Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.
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.
E-mailPhone: (860) 713-52058am - 4:30pm M-FPowered by
