STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #230531-3591CL-001

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Introduction



The State of Connecticut, Department of Transportation (DOT) is seeking a self-motivated, collaborative professional to fill one Administrative Assistant position in the Bureau of Public Transportation, Office of the Bureau Chief in Newington, CT. This position is full-time 40-hour work week Monday through Friday.

What We Can Offer You
POSITION DETAILS
This position of Administrative Assistant to the Bureau Chief of Public Transportation. The Administrative Assistant handles all administrative functions necessary to support the Bureau Chief: 
  • Scheduling numerous and complex meetings with a wide variety of public officials and other stakeholders; 
  • Keeping the bureau org chart; 
  • Managing office correspondence to and from the wide array of stakeholders; 
  • Developing/maintaining file systems to manage and improve workflow in Bureau’s two work locations; 
  • Developing/managing administrative performance standards and procedures, improved timeliness and responsiveness to customer and public official inquiries, and conformance to departmental administrative policies and procedures; 
  • In general, relieve the Bureau Chief of Public Transportation of as much administrative details and duties as possible by answering questions and resolving problems; 
  • Provide clerical support necessary to coordinate responses to constituents, Administrators, other Bureau Chiefs, FTA, and other federal partners.
OUR MISSION
AT DOT, our mission is to provide a safe and efficient intermodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. Learn more about our mission, vison, and values here! 

Join an award winning agency! CT DOT has been recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE)!


Selection Plan

To Apply:
  • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
  • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
  • Please ensure that your application is complete before submitting it. Applicants will be unable to make revisions once their application is submitted into the JobAps system. Applicants who submit and subsequently withdraw their application will not be able to resubmit for the same posting.
  • 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.
  • For assistance in applying, please visit our 'Applicant Tips on How to Apply' page
Important Next Step Information for After You Apply:
  • 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.
  • 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 vacancies are 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
Connect With Us:
Due to the large volume of applications received, the State of Connecticut is 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 Hayley Newhouse at Hayley.Newhouse@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 working as the lead administrative and support person for executive and/or management level leaders. 
  • Experience in both written and communication skills to support executives.
  • Experience managing multiple assignments and coordinating busy schedules with attention to detail
  • Experience processing and correcting confidential and time-sensitive information for accuracy and completeness while meeting deadlines.
  • Experience using Microsoft Office suite including outlook, word, excel and share point, etc.
  • Experience working with Microsoft teams, procurement, including state procurement and travel procedures.
  • Experience working in a multi-faceted high-volume work environment including collaborating with other administrators, support, and management personnel.
  • Experience identifying problems, researching solutions, making decisions, and verifying accuracy of decision.

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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