Connecticut StateDepartment of Administrative Services

Administrative Assistant

Recruitment #211004-3591CL-001

Introduction


Looking to advance in your career?
If so, we invite you to check out this opportunity!

The State of Connecticut, Department of Energy and Environmental Protection (DEEP) is charged with conserving, improving and protecting the natural resources and the environment of the state of Connecticut as well as making more affordable, cleaner and more reliable energy available for the people and businesses of the state. The agency is also committed to playing a positive role in rebuilding Connecticut’s economy and creating jobs and to fostering a sustainable and prosperous economic future for the state.

DEEP's Bureau of Central Services is now accepting applications for an Administrative Assistant in Hartford to join our team that will report directly to the Bureau Chief.

POSITION DETAILS
This is full-time, 40 hours-per-week position. Schedule is Monday-Friday from 7:30am-4:00pm but hours can be flexible. This position is a part of the NP-3 (Clerical) bargaining unit.

The Administrative Assistant reports to the Bureau Chief supporting all of central services functions including Finance, IT and Engineering and Field Support Services. Specific responsibilities of this position include, but are not limited to:
  • Serving as the FOI liaison for the bureau, logging, assigning and responding to requests
  • Providing Support to HR Business Partners which includes the separation and return of state property, security credentials, proximity cards, parking assignments, and related separation paperwork
  • Processing and coordinating Department Travel Authorization including union Travel
  • Coordinating physicals, processes invoices for payment, scheduling and maintaining CDL files
  • Scheduling of random drug screening and receipt of information
  • Working with Bureau Business Officers and the HR Generalists in receiving, tracking, and processing Requests for Position Actions for the agency
  • Logging, tracking, and distributing interview packages to appropriate staff across the agency for signatures and distribution
  • Providing building security liaison duties between DEEP and DAS’ Office of Statewide Security
We offer a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off, including 12 paid holidays per calendar year!

For an inside look at what it is like to Make an ImpaCT as a State of Connecticut employee, check out the video below:
         

Selection Plan

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

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

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. 

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). 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. 

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

Questions about this position should be directed to Jake Ferrari via email at jake.ferrari@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 collaborative environment with other administrators, support, and management personnel
  • Experience with Microsoft Office Suite including Microsoft Outlook, Word, Excel, PowerPoint, SharePoint, Teams, and Access
  • Experience working in a confidential environment and processing time sensitive records
  • Experience creating, organizing and maintaining workflow and procedural standards
  • Experience communicating, verbally and in writing, effectively across all levels of an organization
  • Experience working independently using initiative and problem-solving skills to complete multiple projects on time with minimal supervision

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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.




The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.