The State of Connecticut, Office of the State Comptroller (OSC), is an agency whose mission is to provide accounting and financial services, to administer employee and retiree benefits, to develop accounting policy and exercise accounting oversight, and to prepare financial reports for the state, federal and municipal governments and the public.
We are recruiting for an exciting opportunity as a part-time Administrative Assistant with the responsibility for performing administrative tasks within the Healthcare Policy and Benefits Services Division.
WHAT'S IN IT FOR YOU?
- 30 hours per week
- Part-time, first shift
- Monday through Friday
- To work for a Forbes top company: 'Forbes' State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits and Flexible Schedule
- An excellent salary and a competitive benefits plan that includes healthcare coverage, a retirement plan, telework opportunities, as well as paid time off
- State of the art building
- Free garage parking
- On-Site Cafeteria
- Ergonomic workspaces
- Located in the State Office Building at 165 Capitol Ave. in Hartford, CT
- Close to major highways
The individual in this position will create and maintain list servs, handle incoming and outgoing mail, assist with scheduling meetings and events, process required order forms, and assist with phone calls and voicemail. The Healthcare Policy and Benefit Services Division of the Comptroller's Office administers state employee health, dental, life and other benefits. The Division has approximately 30 employees and handles several administrative functions. This position will centralize administrative tasks for the Division.
FOR ASSISTANCE IN APPLYING:
In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state 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.
In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. Please ensure that your application is complete prior to submitting. 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, performance reviews, supervisory references, attendance records, etc., at the discretion of the hiring agency. Questions about these required documents should be directed to the hiring agency's human resources office: email@example.com.
Candidates must meet the minimum qualifications as indicated to apply for this position. State employees currently holding the above title or those who have previously attained permanent status in the class may apply for a lateral transfer. Candidates who have been selected for employment with the Office of the State Comptroller are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation.
This posting may require completion of additional referral questions (RQ’s) which will be sent to you via email after the closing date. Please regularly check your email for notifications, including your SPAM/JUNK folders. You must reply by the deadline indicated on the notification or you will be automatically disqualified from consideration.
Interviews will be limited to candidates whose experience and training most closely meet the requirements and preferred qualifications 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. 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.
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:
- 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.
- Designs office filing systems;
- Organizes and maintains files (including confidential files);
- Maintains, updates and reviews references materials and manuals.
- 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.
- 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).
- Screens letters, memos, reports and other materials to determine action required;
- May make recommendations to supervisor.
- 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;
- 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.
- Excellent customer service and telephone skills
- Excellent organizational skills
- Proficiency in Microsoft Word, Excel and Outlook
- Excellent oral and written communication skills
- Attention to detail
- Experience handling confidential documents
INCOMPLETE APPLICATION PACKAGES AND THOSE RECEIVED AFTER THE CLOSING DATE INDICATED ABOVE WILL NOT BE CONSIDERED. 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, veterans, and persons with disabilities. If you are requesting special accommodations under the provisions of the Americans with Disabilities Act (ADA) please contact Bonnie Schlechtweg at 860.702.3323 or Bonnie.Schlechtweg@ct.gov