STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Office/On-Site

Recruitment #240621-3591CL-001

Introduction




The State of Connecticut Department of Motor Vehicles (DMV) is accepting applications from current state employees for an Administrative Assistant within the Vehicle Business Regulation (VBR) division.

CONTINUE TO ENJOY

POSITION HIGHLIGHTS
  • Full Time.
  • First Shift, 8:00 AM to 4:30 PM.
  • Monday - Friday.
  • Location: Wethersfield
  • Office/On-Site
THE ROLE
The Administrative Assistant will provide overall administrative support to the Motor Vehicle Division Chief and other management and supervisory staff of the Vehicle Business Regulation Division (VBR). VBR has 7 operational units with 80+ assigned staff. The division processes over 100 transaction types and provides a wide range of customer service functions to the public and other DMV operations. 

The Administrative Assistant will be responsible for:
  • Maintaining meeting notes and creating meeting agendas. 
  • Coordinating training with office support staff via Microsoft TEAMS.
  • Coordinating team input on various deadlines for specific projects.
  • Creating daily and monthly statistical reports, and data sets. 
  • Maintaining office supplies and inventories by checking stock, to include anticipating needed supplies, and verifying receipt of such supplies to ensure they are always available and organized. 
  • Maintaining office equipment malfunctions by calling for assistance and, expediting repairs to ensure equipment is operational.
  • Developing and maintaining office policies and filing systems. 
  • Maintaining employee contact list.
  • Answering telephone calls to share basic information, and directing callers to appropriate personnel, department, or voicemail to ensure all calls are addressed. 
  • Updating and maintaining division’s time off calendar.
  • Researching, and coordinating meeting materials, including charts, graphs, and reports. The successful incumbent will be able to utilize Excel, including formulas, and will be able to create and display PowerPoint presentations.
ABOUT US
At the State of Connecticut, Department of Motor Vehicles (DMV), we are dedicated to protecting the health and safety of the motoring public through education, outreach and enforcement in the areas of vehicle weight and safety inspections, heavy duty diesel emission testing, traffic enforcement and investigations of any motor vehicle related complaints.

Selection Plan

TO APPLY

  • 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.
  • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
  • In order to receive educational credits toward qualification for this job posting, the institution must be accredited.  If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the recruiter listed on this job posting. 
  • 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.
  • Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
  • Please select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
  • 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 read or watch our Applicant Tips on How to Apply.

IMPORTANT INFORMATION AFTER YOU APPLY

  • 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 questionnaire'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.
  • 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.
  • 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, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
  • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
  • Read through this helpful link to prepare for your interview.
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
CONNECT WITH US
  • 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. Should you have any questions pertaining to this recruitment, please contact Brittney Woodley at brittney.woodley@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 processing confidential and time-sensitive information.
  • Experience communicating with administrative professionals.
  • Experience coordinating and scheduling in person, hybrid, and remote meetings.
  • Experience managing and meeting deadlines with competing priorities.
  • Experience working with Microsoft programs such as Outlook, Word, Excel, Teams, One-Drive, and PowerPoint.
  • Experience with written and verbal communication skills.

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.