Administrative Assistant (Confidential)

• Please visit our 'Applicant Tips on How to Apply' page or view our tutorial. 
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 
• 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.  
• In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application 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.  Applicants must meet the minimum qualifications as indicated to apply for this position.  
• Should you have questions pertaining to this recruitment, please contact Liz Pinette at elizabeth.pinette@ct.gov.  
• This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 
• 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. 
• For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.
• Read through this helpful link to prepare for your interview.

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 a computer or 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.
• PERSONAL 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 using shorthand, speedwriting or machine transcription; 
  • 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;
• 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 using Microsoft Office suite.
• Experience prioritizing multiple time-sensitive tasks with competing due dates.
• Experience maintaining files and filing systems. 
• Experience working with confidential and time sensitive information.
• Experience arranging and coordinating meetings.

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.

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.