Administrative Assistant

Do you want to utilize your skills and make a difference? Are you looking to take the next step in your career? If so, please read on to learn more about this exciting opportunity!    

The State of Connecticut, Department of Children and Families' (DCF) is seeking a motivated and talented Administrative Assistant.  

You will discover the opportunity to:

• Engage in a rewarding career;
• Showcase your talents in a meaningful role;
• Thrive in an exciting environment;
• Provide support to a division that is passionate about the work we do;
• Work together in a collaborative team environment.

Position Highlights:

• Full time
• 40 hours per week
• Monday - Friday
• 8:00am - 5:00pm
• Location: Milford Office located at 38 Wellington Road, Milford, CT  

The Role:

Job duties include, but are not limited to:

• Preparing weekly & monthly reports, assisting, creating, and maintaining tracking system, assisting in presentation preparation by creating PowerPoint slides.  
• Taking inventory of supplies, debit cards, records vehicle maintenance and mileage sheets, triages all building issues or concerns.  
• Coordinating meetings, create agendas, and training for Director and Program Supervisors.  
• Handling all correspondence, email, directing phone calls, maintaining multiple Microsoft Outlook calendars and officewide emails.  
• Scheduling and anticipate in management meetings, conference calls, taking minutes for the Area Office Director and Program Supervisors including using Microsoft Team for invitations.  
• Supporting the duties of the Office Supervisor and Office Assistant when absent including scan, fax, copy or mail documents.  
• Processing confidential and time sensitive records and/or information such as background checks and be willing to become a Notary and Collect certified.  
• Assisting the interview process including scheduling and prepping paperwork for panel members.  
• Maintain and keep track of Staff's Performance Appraisals.  
• Everbridge Liaison  
• Participate in Threat Assessment Team Meeting (TAT) including scheduling, taking minutes, completing necessary forms and sending them to Human Resources and Engineering Services Division.  
• Maintain logs: anticipated closing log, Ombudsman's Inquiries/etc    

About Us:

The Department of Children and Families' (DCF) mission is partnering with communities and empowering families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce who strive every day to meet the needs of those we encounter.  

We hope you take this opportunity to make a difference!

In order to be considered for this job opening you must be a current State of CT employee of the agency listed above for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.   

These positions 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.

Applicants must meet the Minimum Qualifications as listed on the job opening and must specify their qualifications on their application. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 

Please note you will be unable to make revisions once you submit your application for this posting to the JobAps system. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. 

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

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. 

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.   

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.  Applicants must meet the minimum qualifications as indicated to apply for this position. 

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.  

Should you have questions pertaining to this recruitment, please contact Julie Barker, at Julie.Barker@ct.gov.

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.

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.

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.

• 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).

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

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

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.

• Experience problem solving in an office management role.  
• Experience with Microsoft Office Suite including Microsoft Outlook, Word, Excel (including use of pivot tables), PowerPoint, and Visio.  
• Experience with Microsoft 365 Teams for arranging and coordinating meetings.  
• Experience in managing data, composing correspondence, and or memoranda, developing spreadsheets, report writing, and tracking.   
• Experience with CORE-CT and or Kronos for time reporting and approvals.  
• Experience in effectively and efficiently responding to urgent matters.  
• Experience maintaining office supply inventories and ordering stock of supplies, forms, copy paper, etc.  
• Experience communicating in person, on the phone, and in writing with stakeholders.

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.