STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Assistant

Recruitment #211025-7086CL-001

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Introduction

Are you interested in a career where you can receive personal fulfillment while making a difference? If so, we invite you to discover this outstanding opportunity to join our dedicated team!

The State of Connecticut, Department of Children and Families (DCF), is seeking a full-time (40 hours per week), Office Assistant in the Waterbury area office, located at 395 West Main Street, Waterbury. 

The schedule is: Monday - Friday, first shift.

The Ideal Candidate Will:
  • Have experience working in a fast-paced, multi-cultural environment
  • Have the ability to engage and professionally interact in person, via telephone, in writing, and using electronic communication across all levels of the organization as well with internal and external partners
  • Manage a high volume of work while quickly changing priorities in order to meet time sensitive deadlines
  • Perform a full range of clerical functions including timely data entry, completing background checks, identification of and resolving inefficiencies in workflow, and coordinating small project and/or events
  • Have time management and organizational skills
Our mission: To partner with communities and empower families to raise resilient children who thrive.
We Believe In:
Safety: Keeping children and youth safe
Permanency: Ensuring that foster care is temporary, and children quickly and safely return home or remain in the home of an appropriate relative caretaker
Racial Justice: Eliminating racial and ethnic disparate outcomes within our department
Wellbeing: Contributing to child and family wellbeing by enhancing assessments and interventions
Workforce: Engaging our workforce through an organizational culture of mutual support

We offer competitive benefits including health and dental insurance, a retirement plan, group life insurance, and other supplemental benefits. Paid time off is also offered, including 12 paid holidays per calendar year, in addition to vacation, sick, and personal leave accruals. We offer outstanding work/life balance and limitless opportunity.

We hope you take this opportunity to continue your career with us and make an impact by serving your state!

Selection Plan

Please note: The Office Assistant – Multi Agency posting (recruitment 211028-7086CL-RP) may not be used to fill this specific vacancy being recruited for. Interested applicants must apply to this vacancy in order to be considered.

Interviews will be limited to candidates whose experience most closely meets the preferred qualifications, so please ensure that your application is complete and details your experience as outlined in this job posting. Please note: You will be unable to make revisions once you submit your application into the JobAps system. Applications 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) .

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

The Office Assistant – Multi Agency posting (recruitment 211028-7086CL-RP) may not be used to fill this specific vacancy being recruited for. Interested applicants must apply to this vacancy in order to be considered.

At any point during the recruitment process, applicants may be required to submit additional documentation, which supports their qualification(s) for this position. These documents may include: a cover letter, performance reviews, attendance reports, supervisory references, college transcripts, licenses, etc. at the discretion of the hiring agency. You do not have to submit these documents with your application.

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.

Due to the large volume of applications received, we are unable to confirm receipt or status updates during the recruitment process. Please note that not all applicants will be contacted for interview and encouraged to apply for future postings.

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.

If you have any questions pertaining to this recruitment, please contact Lisa Womble, Lisa.Womble@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 with written and verbal communication
  • Experience with proofreading for detail and accuracy
  • Extensive experience in Microsoft Office including Outlook, Excel and Word
  • Experience in interpersonal customer service
  • Experience working in a multi-faceted, high volume work environment with reception duties

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.





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