Administrative Assistant

The State of Connecticut, Department of Public Health (DPH), is now accepting applications for an exciting Administrative Assistant opportunity within the Operational and Support Services Section located in Hartford, CT. Our ideal candidate for this position will be a motivated individual that can work collaboratively as part of a team, is detailed oriented, and can perform well under pressure and who is arithmetically inclined and embraces current technology.

This position supports the Executive Team and will have the opportunity to perform the most complex duties such as:

• Compose complex letters and/or memoranda, etc. (e.g., explaining practices and/or policies)
• Research and assemble information from a variety of sources and prepare statistical and/or narrative reports; analyze information and propose recommendations
• Act for Executive Team by interpreting established policies and procedures, etc.; troubleshoot by relieving manager of as much administrative detail as possible; act for and regularly make decisions in manager's absence (within prescribed limits of authority)
• Screen letters, memos, reports, and other materials to determine action required; may make recommendations to supervisor
• Arrange and coordinate meetings (including space and equipment); research, assemble and coordinate meeting materials (e.g., charts, graphs, reports); write minutes of meetings utilizing machine transcription; prepare expense accounts; make travel arrangements.

The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by assuring the conditions in which people can be healthy, preventing disease, injury, and disability, and promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.

DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.

Are you interested in joining our team as an Administrative Assistant? We encourage you to apply today! This position is a permanent, 40-hour per week, full-time position, based in Hartford. The schedule is generally Monday-Friday.

We offer a competitive benefits package, excellent health care, generous leave policies, retirement plan, and more!  We also encourage a healthy work-life balance to all employees!

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 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.  

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account. 

Interviews will be limited to candidates whose experience most closely meet the preferred requirements of the position. 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, transcripts, diplomas, 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.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  

Please Note: You will be unable to make revisions once you submit your application for this posting to the JobAps system.

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. 

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, applications to this recruitment may be used for future vacancies in this job class. 

All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception.  Requests should be made to DAS.SHRM@ct.gov.

This position may be subject to Federal requirements for COVID 19 Vaccination Immunization. 

Should you have questions pertaining to this recruitment, please contact Chelsea Moore at Chelsea.Moore@ct.gov

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.

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.

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).

Four (4) years' experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

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.

• Experience with Microsoft Office applications including MS Word, Excel, Outlook, and PowerPoint
• Experience preparing comprehensive written reports, complex letters and/or memoranda
• Experience with Excel including creating pivot tables and graphs
• Experience with Microsoft Teams
• Experience creating and maintaining schedules and calendars using Outlook
• Experience prioritizing office workflow
• Experience with timekeeping systems

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.