Connecticut StateDepartment of Administrative Services

Office Assistant

Recruitment #211006-7086CL-001

Introduction


Are you a clerical professional looking for a new role? Does a career in public service excite you? If so, come make an impact by serving your State. Read below & apply today!

The State of Connecticut, Department of Transportation (DOT), is now accepting applications for an exciting Office Assistant role in the Business Services Division, Record Retention Unit. This is a full-time, 1st shift 7:30am-4:00pm, Monday- Friday, opportunity located in Newington, CT. It is the DOT's mission to provide a safe, efficient, and cost-effective transportation system that meets the mobility needs of its users.

The Role: If you have experience within a Records Management setting and possess considerable knowledge of basic office practices this could be the role for you! You will perform various tasks including: 
  • Enter data in various databases. 
  • Handle/label boxes and all records. 
  • Identify and retrieve records requested by internal and external customers. 
  • Maintain records related to litigation holds. 
  • Prepare correspondence and assist DOT units as it relates to incoming records, routine storage issues, record location identification, destruction authorization process, etc.
  • Perform record duplication duties including the preparation of records, high volume of scanning, indexing/labeling of records, disk creation, refiling, etc. 
  • Assist with other local offices within the Support Services unit which will require traveling. 
  • Perform related duties as required, etc. 
Benefits: We participate in a competitive benefits package that includes comprehensive healthcare policies including medical and dental coverage, retirement plan options, paid time off and more! We also encourage a healthy work-life balance for all employees! 

Watch the video below to see what it's like to be a State of CT employee! 
              

Selection Plan

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

To Apply:
  • In order to be considered for this job opening, you must 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.
  • Please select the location(s) listed above on your application. Failure to indicate the location(s) listed above may result in not being considered for vacancies in that specific location. Ensure that your application is complete before submitting it. You will not be able to make revisions once your application is submitted into the JobAps system. 
Important Information After You Apply: 
  • 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. 
  • 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.
  • 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 for future vacancies in this job class.
Connect With Us:
  • 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 available through your JobAps portal account.
  • Should you have any questions about this recruitment please contact faith.macdonald@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.

3. CORRESPONDENCE: Composes routine correspondence.

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 in record keeping practices related to shelving and disposition of stored records.
  • Experience with Record Retention schedules, policies, statutes, and regulations. 
  • Work experience corresponding and communicating with internal and external customers.
  • Experience with Microsoft Office Suite (Word, Excel) managing data, composing correspondence, report writing and tracking work.
  • Experience working in a detail-oriented environment.

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.







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