Connecticut StateDepartment of Administrative Services

Administrative Assistant

Recruitment #220914-3591CL-001

Introduction

In the State of ConnecticutHousatonic Community College (HCC) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities (CSCU) and provides access to academically rigorous and innovative education and training focused on student success.  Our core collective responsibility is to continuously assess practices and policies, and transform the world we live in by eliminating inequities.

The college supports excellence in teaching and learning, makes data-informed decisions, promotes equity, advances positive change for the students, communities and industries it serves, as well as awards associates degrees and certificates.  The majority of our students are focused on completing their studies at the college and transferring to a 4-year institution.

We are recruiting for an Administrative Assistant to work at our campus located in Bridgeport, CT in the Campus Operations office.  This position is full-time, 40 hours per week, and incumbents must be available to work 8:00am - 4:30pm.

As a state employee, you would be eligible to participate in our competitive benefits plan, which includes health and dental insurance, a retirement plan, group life insurance, and other supplemental benefits.

Selection Plan

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  In order to be considered for this job opening, you must meet the minimum qualifications as listed on the job opening and must specify your qualifications on your application.   Employment of the successful candidate will be contingent upon the successful completion of a background check.  You will be unable to make revisions once you submit your application into the JobAps system.

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date.  The email notification will include an expiration date by which you must submit (Finish) your responses.  Applicants are encourage to regularly check your email for notifications.  Please check your SPAM and/or JUNK folders, as emails could end up there in error.

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.   Those invited to interview may be required to submit additional documentation, which supports their qualification(s) for this position.  These documents may include a resume, performance reviews, attendance records, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

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.

PLEASE NOTE:  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. Specific questions regarding this recruitment should be directed to spugh@gwcc.commnet.edu

The immediately vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

PURPOSE OF JOB CLASS (NATURE OF WORK)

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.

EXAMPLES OF DUTIES

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.

KNOWLEDGE, SKILL AND ABILITY

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).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

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

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

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

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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.

PREFERRED QUALIFICATIONS

  • Four (4) years or more experience above the routine clerk level working in office support or secretarial work in Higher Education 
  • One (1) or more years’ experience using a Student Information System such as Banner (or comparable system)
  • Two (2) or more years’ experience in supporting an Operations based role (i.e. facilities, information technology, finance, etc.)
  • Two (2) or more years’ experience using a Facilities Work Order System such as Brightly (or comparable system)
  • Two (2) or more years’ experience using a an event 

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.