STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Assistant

Office/On-Site

Recruitment #220509-7086CL-001

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Introduction

The State of Connecticut, Department of Veterans Affairs (DVA) is looking for an Office Assistant to join our team.  For over 140 years, Connecticut has been caring for its Veterans and their dependents.  We believe in "serving those who have served".  This is accomplished through our Office of Advocacy and Assistance, Residential Facility, Healthcare Center, and Cemetery and Memorial Services. 

We are dedicated to providing compassionate care to meet the unique needs of Veteran patients; built on the foundation of integrity, honor, and respect. We pride ourselves on fostering these qualities as we honor Veteran patients for their service and encourage the innate bond between them. 

DVA is searching for individuals who are empowered to make a difference and to provide exceptional service to our Veterans.  We encourage you to apply today! 

This role will be part of the Office of Advocacy and Assistance (OAA) department.  It is the responsibility of the OAA to provide assistance to Veterans, their eligible spouses and eligible dependents in obtaining Veteran benefits under federal, state and local laws.  This role will provide clerical assistance to our cemetery and memorial services office.  You will support our Veterans and their families on a daily basis with compassion and empathy.  Each day will be uniquely different. This position is located at 287 West Street in Rocky Hill.  It is full-time, 40 hours per week.  The work schedule is Monday through Friday, 8:00 p.m. to 4:30 p.m.  The position number is 83268. 

Discover the opportunity to: 

  • Be a part of a comprehensive team of caring professionals; 
  • Provide support to hospital that is passionate about improving the lives of those we serve; 
  • Assist our clients and employees so they can achieve success; 
  • Make a difference in the public sector; and 
  • Work together in a collaborative team environment. 
We participate in a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off! We encourage a healthy work-life balance to all employees.

Selection Plan

Candidates who meet the Minimum Qualifications, as listed on the job opening, will be considered for this role, as determined by qualifications stated on the submitted application.  

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

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 will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 

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. 

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. 

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

Should you have questions pertaining to this recruitment, please contact Doreen Clemson at Doreen.Clemson@ct.gov or (860) 785-9855.  

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

Our preferred candidate will possess the following: 

  • Experience providing customer service in person, in writing, and over the telephone.
  • Experience with Microsoft Office Suite including Microsoft 365,  mail merging, creating templates, and calendar management.
  • Experience working in an environment with competing deadlines. 
  • Experience learning new systems and utilizing computer software.

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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