Connecticut StateDepartment of Administrative Services

Clerical Assistant

Recruitment #211116-6501VR-001

Introduction



Are you looking to advance your career and make a difference? If so we invite you to check out this exciting entry level opportunity!

The Role

The Paid Family Medical Leave Insurance Authority (the “Authority”) is looking for a temporary Clerical Assistant. The Clerical Assistant is responsible 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 under the supervision of the Authority’s Executive Assistant. Support provided requires independent judgment and initiative in meeting objectives and in making the correct choice between defined alternatives and sequential procedures. This is a part-time, 20 hours per week, Monday through Friday position with an anticipated end date of June, 2022.

About the Authority
The State of Connecticut Paid Family and Medical Leave Insurance Authority (the "Authority") is a quasi-governmental agency formed by statute and signed into law by Governor Ned Lamont in 2019. Its mission is to help Connecticut’s workforce navigate health challenges and life changes with greater financial security.

Through a trust funded by employees, the Authority makes benefits payments to eligible employees when either the employee or their family member takes a leave from work to care for themselves or a family member.

Position Requirements
  • Detailed, organizational, analytical, and editorial/proofreading skills required.
  • Ability to work independently and make sound judgments on a day-to-day basis regarding assigned and ad-hoc duties with moderate direction from the Executive Assistant.
  • In addition to the checking of references and of facts stated in the application, a thorough background investigation of the candidate will be made before person is selected.
  • Must possess and retain a valid motor vehicle operator license.
  • Occasional travel throughout Connecticut as needed.
We hope you take this opportunity to join our dedicated team!

Selection Plan

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

Application Information:

  • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
  • Please ensure that your application is complete before submitting it. Applicants will be unable to make revisions once their application is submitted into the JobAps system. Applicants who submit and subsequently withdraw their application will not be able to resubmit for the same posting.
Throughout 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.
  • Interviews will be limited to candidates whose experience and training most clearly meet the requirements of the position.
Please Note:

  • 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.
For questions regarding this recruitment, please contact Jennifer Neumann at jennifer.neumann@ct.gov and reference the recruitment number.

EXAMPLES OF DUTIES

Examples of Duties:
  • Provides administrative support to the Executive Assistant to the Authority.
  • Manages workflow of incoming requests to ensure that issues are directed to the appropriate area
  • Opens, reads, organizes, prioritizes, and responds to mail or directs to appropriate area for response with Executive Assistant’s guidance & monitors status to ensure closure.
  • Manages basic internal calendar changes with Executive Assistant’s guidance.
  • Utilizes a project management tool to ensure that priorities are accomplished, and unplanned items are address appropriately.
  • Assists with coordination of agendas, prepares materials for meetings, and follows up on outstanding items.
  • Attends meetings and takes minutes, in Executive Assistant’s absence.
  • Coordinates and manages travel arrangements.
  • Drafts correspondence for Executive Assistant’s review prior to final approval.
  • Compiles and generates recurrent technical, or statistical reports such as but not limited to; Zoom attendance, registration, and demographic reports, and Google Analytics reports.
  • Initiates recurring work or special clerical projects accordingly.
  • Exercises discretion in choosing appropriate follow through procedures within defined guidelines including reviewing materials for accuracy, and completeness to established guidelines and agency policies and procedures.
  • Receives monies in form of checks and prepares follow up and return to sender.
  • Maintains Authority inventory of hardware and non-tangibles.
  • Orders and maintains office supplies.
  • Uses a variety of automated equipment to perform job functions; performs related duties as needed.
  • Conducts research using various search engines, social media networks, digital & print newspaper, to seek, compare, and report on items and/or services for the purpose of providing information to other departments for special projects.
  • Other duties as assigned.

PREFERRED QUALIFICATIONS

  • Typing, word-processing skills (minimum 60 WPM).
  • Experience answering calls in a professional office setting.
  • Experience using Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
  • Experience with Access, Notebook and Teams.
  • Experience recording and preparing meeting notes/minutes.
  • Experience in verbal and written communication with internal and external clients.
  • Project and time management skills.
  • Bilingual
  • Experience handling confidential documents.
  • Interpersonal skills and experience working with teams.
  • Experience working in an environment requiring constant movement from one task to another and meeting deadlines.

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.