STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Hybrid

Recruitment #230201-3591CL-001

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Introduction


That State of Connecticut, Department of Children and Families (DCF) is recruiting for an Administrative Assistant position in its Fiscal Services Division. The position is assigned to Central Office, located at 505 Hudson Street, Hartford, CT.

State of Connecticut employees participate in a competitive benefits plan that includes: 
  • Excellent health and dental coverage; 
  • A generous retirement plan; 
  • Paid time off; 
  • A healthy work/life balance!
About Us:
The Department of Children and Families (DCF) mission is to partner with communities and empower families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce, who strive daily to meet the needs of those we encounter. We are composed of a Central Office, fourteen area offices, two facilities, and the Wilderness School.

The Role:
The Administrative Assistant for DCF Fiscal Services reports to the agency's Chief Fiscal Officer and supports the division's two (2) Assistant Chiefs of Fiscal and Administrative Services. This position has the daily responsibility of assisting fiscal staff within the division. It will also perform a variety of hybrid, clerical and fiscal functions that enable the Fiscal Services Division to function in an organized and systemic manner.

The Schedule:
  • Full-time, 40 hours per week
  • First shift
  • Monday - Friday
  • Flexible hours
  • Central Office, Hartford, CT
Discover the opportunity to: 
  • Engage in a rewarding career; 
  • Assist our employees so they can achieve success;
  • Make a difference in the public sector; and 
  • Work together in a collaborative team environment.  
About the State of Connecticut: 
Living in Connecticut allows you to live with mountains, forests, ocean fronts, rivers, and a wonderful green countryside right at your doorstep. The state has charm, elegance, and a high standard of living. Our school systems offer an outstanding education, and our communities are among the safest in the country. Connecticut experiences all four seasons and gives you the option to choose living in sophisticated country-life or living in the center of a lively city. 

We encourage you to come see all that Connecticut has to offer by joining the DCF team!

Selection Plan

Application Process:

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

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. You must specify your qualifications on your application. The minimum experience and training requirements must be met by the close date, 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.

Please ensure that your application is complete. You will be unable to make revisions once you officially submit your application to the state of Connecticut.

Selection Process:

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

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.

During the recruitment process, applicants may be required to submit additional documentation supporting their qualification(s) for this position. These documents may include: performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the agency.

Contact Information:

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. 

Should you have any questions pertaining to this recruitment, please contact Christopher Lavallee at Christopher.Lavallee@ct.gov.

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

  • Experience researching and assembling information from a variety of sources and preparing statistical and/or narrative reports.
  • Experience working with Microsoft Office suite (Office, Outlook, Excel, Word, Access, Team, OneDrive, and Vizio).
  • Experience coordinating and scheduling appointments, reservations, video calls and meetings in Teams and Zoom. 
  • Experience with organizing and maintaining files and databases in a confidential manner
  • Experience with records management, travel authorization coordination and reimbursement, procurement and hiring. 

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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