Administrative Assistant
Recruitment #230302-3591CL-DPH
| Location |
Hartford, CT
Rocky Hill, CT |
|---|---|
| Date Opened | 4/24/2023 12:00:00 AM |
| Salary | $60,703* - $78,553/year (*New state employees start at the minimum) |
| Job Type | Open to the Public |
| Close Date | 5/1/2023 11:59:00 PM |
Introduction
Do you possess administrative support or secretarial work skills? Are you looking to get into State Service? If so, read below and apply today!
The State of Connecticut, Department of Public Health (DPH) is seeking multiple Administrative Assistants to help support our agency. The applications generated from this posting may be used to fill current and future Administrative Assistant positions that may occur within a year at DPH units, with locations in both Hartford and Rocky Hill. If you’re interested in becoming an Administrative Assistant apply today!
POSITION HIGHLIGHTS
- Locations: 410 Capitol Avenue, Hartford or 395 West Street, Rocky Hil
- Work Schedule: Monday - Friday
- Work Shift: Full-time | First Shift
- Work Hours: 8:00am to 4:30pm, 40 hours per week
POSITION DETAILS
Administrative Assistants provide higher level clerical support in an office operation. The focus of the position is on administrative activities requiring an advanced level of accountability, problem solving and interpersonal contacts. Knowledge of office administration (budgeting, personnel administration, purchasing, etc.) is critical. Tasks include, but are not limited to, typing, filing, correspondence, report writing, communicating with a variety of parties (including other agencies and the public), general processing functions, personal secretary duties and office management. At this level, Administrative Assistants also troubleshoot for the managers.
- We offer a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off, including 13 paid holidays per calendar year.
- We encourage a strong work/life balance for all state employees.
- We offer opportunities for professional and personal growth.
- We have limitless areas for you to perform relevant and significant work.
The Mission of DPH is to protect and improve the health and safety of the people of Connecticut by assuring:
- The conditions in which people can be healthy;
- Preventing disease, injury, and disability; and
- Promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.
DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.
Selection Plan
- In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
- You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
- In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
- 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.
- 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.
- 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.
- The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
- Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
- Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.
- Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.
- Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment please contact Pam Rochette via email at Pamela.Rochette@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 using attention to detail and organizational skills.
- Experience handling multiple and competing priorities.
- Experience processing payments in accordance with policies and procedures.
-
Experience working with PeopleSoft (CORE-CT or HRMS Human Resource Management System) and Financials or similar system.
- Experience with Microsoft Word including composing correspondence.
- Experience with Microsoft Excel including managing data and creating pivot tables and graphs.
- Experience with Microsoft PowerPoint including creating presentations.
- Experience with Microsoft Outlook and Teams including scheduling meetings.
- Experience communicating in person, on the phone, and in writing with stakeholders.
- Experience using initiative, organizational skills, and problem-solving to complete projects on time.
- Experience coordinating office budgeting and purchasing.
- Experience creating, organizing, and maintaining workflow and procedural standards
- Experience working for top level Managers, Directors, and Executives, to include handling confidential and time sensitive information.
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
