STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Assistant -10 Month

Durational (Part-Time)

Recruitment #230126-7086CT-001

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Introduction

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In the State of Connecticut, Norwalk Community College (NCC) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities (CSCU).   Established in 1961 as the first public, two-year college in Connecticut, NCC serves the lower Fairfield County region with comprehensive, accessible, innovative, and affordable educational and cultural opportunities. NCC awards associate degrees and certificates in academic programs that transfer to four-year universities, alongside career-track programs in healthcare, business, technical studies, and early childhood education.

We are currently recruiting for an Office Assistant position to work in Norwalk, CT.  This position is part-time, durational, and will work the following hours:
  • Monday 10am - 3pm
  • Tuesday 12pm - 3pm
  • Wednesday 12pm - 3pm
  • Thursday 12pm - 3pm
  • Friday 12pm - 3pm
The ROLE

This position provides critical support to the program by managing enrollment of families, providing coverage and management of the front desk, and completing the monthly School Readiness grant reports. Job duties include managing:
  • The front office reception area of the Child Development Lab School.  
  • Responding to phone, in person, and email requests for information about the Child Development Lab School.  
  • Completing monthly School Readiness reports.  
  • Managing the enrollment process includes setting sliding scale fees for school readiness families, student-parent rates, and Care4Kids applications.  
  • Assist in the preparation of marketing materials such as brochures and signage.
NOTE:  This position is grant-funded and continued employment will be contingent upon available grant funds.

Selection Plan

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.  

Applicants invited to interview may be required to submit additional documentation, which supports their qualification(s) for this position.  These documents may include performance reviews, attendance records, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency. 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. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error. 

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.  Interviews will be limited to candidates whose experience and training most closely meet the requirements of the 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.  For specific questions regarding this recruitment, please contact the Recruitment team at, CSCU-Recruitmentteam@commnet.edu.

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 CSCU-Recruitmentteam@commnet.edu.

The immediate 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 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

Performs the full range of general clerical duties as described in the following areas:

  • TYPING:
    • Types a variety of materials in relation to other duties or as assigned;
    • Enters and retrieves data on computers, tablets, and other electronic equipment.
  • FILING:
    • Sets up and maintains office procedures, filing and indexing systems and forms for own use.
  • CORRESPONDENCE:
    • Composes routine correspondence.
  • REPORT WRITING:
    • Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
  • 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.
  • 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 correspondence;
    • 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 electronic 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;
  • Skills;
    • basic interpersonal skills;
    • oral and written communication skills;
    • in performing arithmetical computations;
  • Ability to
    • perform a full range of clerical tasks;
    • operate office equipment which includes computers, tablets, and other electronic equipment;
    • operate office suite software;
    • schedule and prioritize workflow;
    • 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 one-half (1/2) year of experience.

PREFERRED QUALIFICATIONS

  • Experience managing front desk reception that serves the public
  • Experience meeting multiple deadlines in a multi-faceted work environment with reception duties
  • Experience interacting professionally with various constituents of the program, in person, via telephone and electronic communication  

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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