STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Bilingual–Spanish

Recruitment #230112-3591CL-001

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Introduction


Are you passionate about independently performing the most complex tasks in providing office administration?
If so, come join our team!

The State of Connecticut, the Department of  Developmental Services (DDS) -Central Office- is currently accepting applications for a qualified bilingual (Spanish & English) Administrative Assistant.

Comprehensive Benefit Offerings: 
  • Industry leading health benefits, including medical and dental coverage.
  • Extensive pension plan and supplemental retirement offerings.
  • Paid time off - including 13 paid holidays per calendar year.
  • Professional growth and paid professional development opportunities.
  • A healthy work-life balance to all employees.
    The Role:
    • Job duties include, but are not limited to:
    • Office administration and management;
    • Department and/or unit policies and procedures;
    • Using proper grammar, punctuation and spelling.
    Position Highlights:
    • We are located in Hartford, CT at our DDS Central Office.
    • 40 hours per week.
    • Monday through Friday - 8:00 a.m. - 4:30 p.m.
    • Regular Days Off: Saturday & Sunday
    • However, must be flexible with approval to meet the needs of individuals and families, including occasional evening and weekend hours.

    Selection Plan

    These positions will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Applications to this recruitment will be used to meet collective bargaining requirements. Once any collective bargaining requirements have been met, all other applicants may be considered.

    To Apply:
    • If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Jennifer Borenski, EEO Specialist 2 at (860) 418-6143 or Jennifer.Borenski@ct.gov.
    • This position may be subject to Federal requirements for COVID 19 Vaccination Immunization.
    • 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.
    • For assistance in applying, please visit our Applicant Tips on How to Apply page.
    • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
    • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
    • Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
    Important Next Step Information for After You Apply:
    • 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.
    • 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.
    • 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.
    • 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.
    • Due to the large volume of applications received, the Department of Administrative Services is unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account.
    Connect With Us:
    • If you have any questions pertaining to this recruitment, please contact Anamaria Giangarra at Anamaria.giangarra@ct.gov and reference the recruitment number. 
    • Follow the State of Connecticut on LinkedIn.

    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:

    • TYPING:
      • Using computers, tablets, and 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.
    • FILING:
      • Designs office filing systems;
      • Organizes and maintains files (including confidential files);
      • Maintains, updates and reviews references materials and manuals.
    • CORRESPONDENCE:
      • Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.
    • REPORT WRITING:
      • Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports;
      • Analyzes information and may make recommendations.
    • 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).
    • PROCESSING:
      • Screens letters, memos, reports and other materials to determine action required;
      • May make recommendations to supervisor.
    • 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 and/or meeting minutes;
      • Prepares expense accounts;
      • Makes travel arrangements.
    • 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;
      • department and/or unit policies and procedures;
      • proper grammar, punctuation and spelling;
      • business communications;
    • Knowledge of business math;
    • Considerable
      • interpersonal skills;
      • oral and written communication skills;
    • Ability to
      • operate office equipment which includes computers, tablets, and other electronic equipment;
      • operate office suite software;
      • take notes (shorthand, speedwriting or other method acceptable to manager).

    MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

    Four (4) years of 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

    • Bilingual (Spanish & English) candidates will be given preference.
    • Experience with planning and coordinating virtual and in-person meetings.
    • Experience with using Excel or other software programs to analyze and generate data/communications.
    • Experience with time management principles to ensure that prioritized tasks are completed according to agreed-upon timelines.
    • Experience working with Microsoft Office Suite, including Excel, Word, Outlook and Teams.

    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.





    E-mailPhone: (860) 713-52058am - 4:30pm M-FPowered by JobAps