Administrative Assistant

3 weeks ago

Wethersfield, United States State of Connecticut Full time

Introduction
Are you a motivated and meticulous professional who is deeply committed to ensuring the smooth operation of business operations?

 If so, this is the perfect opportunity for you

Join our team at the Connecticut Department of Motor Vehicles (DMV) as an Administrative Assistant in Wethersfield, CT 

Our Branch Operations Division is the largest in the Agency with approximately 270+ employees, we have 14 office locations and several DMV partner locations. The Administrative Assistant will provide overall administrative support to the Motor Vehicle Division Chief and other management staff of Branch Operations Central Office.

WE CAN OFFER YOU:
Visit our new State Employee Benefits Overview pageThe opportunity 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.Professional growth and development opportunities.A healthy work/life balance to all employees.
POSITION HIGHLIGHTS
Full time, 40 hours per weekMonday through FridayFirst shift, 8:00 am to 4:30 pmLocated in Wethersfield, CT

THE ROLE

As an Administrative Assistant, you will play a vital role in ensuring the smooth operation of Branch Operations. Our ideal candidates is highly organized, has excellent communication skills, and is able to work well under pressure. 

You will serve as a key support person, allowing other staff members to focus on their core responsibilities. 

A few of the common duties are listed below but are not limited to:

Managing and coordinating schedules, appointments, and travel arrangements for staff members.Schedule meeting, create meeting agenda, take meeting notes and rewrite for distribution.Coordinate training with office support staff.Handling incoming and outgoing mail, emails, and phone calls.Preparing and editing documents, reports, and presentations.Maintaining organized and up-to-date filing systems, both physical and digital.Providing administrative support for projects and initiatives.Coordinating meetings and events, including arranging logistics and distributing materials.Managing office supplies and ordering replacements as needed.Acting as the primary point of contact for internal and external inquiries.Maintain Office supplies, inventory and track repair ticket to ensure equipment is operations. tasks, such as invoicing and expense tracking.Maintaining confidentiality and handling sensitive information with discretion.
Selection Plan
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. 

To Apply:

In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this 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.For Bridge positions, a respirator test may be required for certain locations.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.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.

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.The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.Read through this helpful link to prepare for your interview.

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 Jasmyn.Raymond@ct.gov. Follow the State of Connecticut on LinkedIn.
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 providing secretarial support to an executive, manager, or unit.Experience managing and meeting deadlines with competing priorities.Experience coordinating, scheduling in-person and remote meetings, and taking minutes.Experience developing office procedures and systems, including electronic filing, invoicing, and supply ordering.Experience with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and OneDrive.Experience working independently and collaboratively within a team.Experience with written and verbal communication.
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.

  • Administrative Assistant

    3 weeks ago

    Wethersfield, United States State of Connecticut Full time

    Introduction Are you a motivated and meticulous professional who is deeply committed to ensuring the smooth operation of business operations? If so, this is the perfect opportunity for you! Join our team at the Connecticut Department of Motor Vehicles () as an in Wethersfield, CT! Our Branch Operations Division is the largest in the Agency with...

  • Administrative Assistant 2

    2 weeks ago

    Wethersfield, Connecticut, United States State of Connecticut Full time

    IntroductionAre you seeking a new role where your contributions can truly be valued? This opportunity offers a full-time position within the Department of Labor, specifically in the Legal Division. The Legal Division plays a crucial role in delivering legal advice on various laws under the jurisdiction of the Department of Labor to the executive...

  • Administrative Assistant 2

    2 weeks ago

    Wethersfield, Connecticut, United States State of Connecticut Full time

    Position OverviewAre you seeking a rewarding opportunity where your contributions are valued? This role offers a chance to become a full-time member of the Department of Labor, specifically within the Legal Division. The Legal Division plays a crucial role in providing legal advice on various laws to the executive administration and supports agency personnel...

  • Administrative Coordinator

    2 days ago

    Wethersfield, Connecticut, United States GREATER NEW YORK MUTUAL INSURANCE COMPANY Full time

    Job SummaryThe Greater New York Mutual Insurance Company is seeking a highly organized and detail-oriented Branch Coordinator to manage the administrative functions of our Connecticut office.Key ResponsibilitiesManage office supplies and inventory, utilizing Microsoft Excel to record and track expenses.Act as a liaison with HR for onboarding new team members...

  • Office Administration Specialist

    2 weeks ago

    Wethersfield, Connecticut, United States State of Connecticut Full time

    Position Overview We are seeking a detail-oriented and proactive professional to provide comprehensive administrative support within our agency. The selected candidate will play a crucial role in facilitating the efficient functioning of our operations. Key Responsibilities Assist the Motor Vehicle Division Chief and management staff with a variety of...

  • Administrative Support Specialist

    4 days ago

    Wethersfield, Connecticut, United States Amergis Full time

    Amergis is seeking a highly organized and detail-oriented Administrative Assistant to join our team. As the initial point of contact for patients, this role is responsible for providing exceptional customer service and ensuring a smooth experience for our clients.Key Responsibilities:* Coordinate meetings and appointments with patients and healthcare...

  • Fiscal/Administrative Manager 1

    3 hours ago

    Wethersfield, United States State of Connecticut Full time

    IntroductionAre you looking to grow your career with the Department of Correction? If so, the Connecticut Department of Correction has a Statewide opportunity for a Fiscal/Administrative Manager 1!Position highlightsThe Connecticut Department of Correction is recruiting a Fiscal/Administrative Manager 1 for their Fiscal Services Unit in Wethersfield, CT. ...

  • Administrative Support Specialist

    2 weeks ago

    Wethersfield, Connecticut, United States State of Connecticut Full time

    Position OverviewWe are seeking a dedicated individual to fulfill the role of Secretary 2 within the Department of Labor. This position is pivotal in providing comprehensive administrative support to our Legal Division, ensuring efficient operations and effective communication.Key Responsibilities:Manage and organize office documentation and filing systems...

  • Human Resources Administrator

    1 month ago

    Wethersfield, United States Pervenio Full time

    Job DescriptionJob DescriptionWelcome to Pervenio Search where you will find careers that offer the right fit for you. Pervenio provides recruitment solutions for leading companies throughout North America. Our opportunities give you the ability to build upon your skills, pursue new career paths, and grow within a wide variety of fields.Human Resources...

  • Administrative Support Specialist

    2 weeks ago

    Wethersfield, Connecticut, United States State of Connecticut Full time

    Position OverviewAre you seeking a rewarding position where your contributions are valued? We present an opportunity for you to become a full-time Secretary 2 within the Legal Division of the State of Connecticut's Department of Labor (DOL). This role is pivotal in delivering administrative support to our legal team, ensuring efficient operations and...

  • Administrative Support Specialist

    2 weeks ago

    Wethersfield, Connecticut, United States State of Connecticut Full time

    Position OverviewAre you seeking a rewarding position where your contributions are valued? We are currently looking for a dedicated individual to fill the role of Secretary 2 within our esteemed organization.About the Role:This full-time position is situated within the Legal Division, which plays a crucial role in offering legal advice and support to the...

  • Motor Vehicle Analyst(Administrative Hearings Unit)

    3 weeks ago

    Wethersfield, United States State of Connecticut Full time

    IntroductionThe State of Connecticut Department of Motor Vehicles (DMV) is currently accepting applications from agency employees, for a Motor Vehicle Analyst (MVA) position within the Administrative Hearings Unit, which is under the DMV's Legal Services Division. WHAT WE CAN CONTINUE TO OFFER YOUVisit our new State Employee Benefits...

  • Processing Technician

    7 days ago

    Wethersfield, Connecticut, United States State of Connecticut, Department of Administrative Services Full time

    Job SummaryThis is a challenging opportunity to work as a Processing Technician in the State of Connecticut, Department of Administrative Services. As a key member of our team, you will be responsible for performing complex clerical processing functions that have a statewide impact.Key ResponsibilitiesPerform the most complex duties related to an agency's...

  • Motor Vehicle Analyst(Administrative Hearings Unit)

    4 weeks ago

    Wethersfield, United States State of Connecticut Full time

    Introduction The Department of Motor Vehicles is currently accepting applications from agency employees, for a (MVA) position within the Administrative Hearings Unit, which is under the DMV's Legal Services Division. WHAT WE CAN CONTINUE TO OFFER YOU Visit our new page! The opportunity to work for a Forbes top company: 'Forbes' - State of CT...

  • Executive Assistant to the Chief Operating Officer for Central Office

    1 month ago

    Wethersfield, Connecticut, United States Hartford Public Schools Full time

    POSTING NUMBER: (N POSTING DATE: August 9, 2024 CLOSING DATE: Until FilledPOSITION: Executive Assistant to the Chief Operating OfficerREPORTS TO: Chief Operating OfficerLOCATION: Central Office PRIMARY FUNCTION: Provide diversified administrative support to the senior executiveTYPICAL DUTIES AND RESPONSIBILITIES:Maintain schedule and appointments and resolve...

  • Patient Services Coordinator

    3 weeks ago

    Wethersfield, United States Amergis Full time

    Amergis Healthcare Staffing is looking for qualified Administrative Assistants to be responsible for a variety of administrative and clerical duties to help improve efficiencies at an organization. The Administrative Assistants will be the initial contact person for patients when they enter the medical office.Responsibilities+ Candidate will plan and...

  • Patient Services Coordinator

    4 weeks ago

    Wethersfield, United States Amergis Full time

    Amergis Healthcare Staffing is looking for qualified Administrative Assistants to be responsible for a variety of administrative and clerical duties to help improve efficiencies at an organization. The Administrative Assistants will be the initial contact person for patients when they enter the medical office. Responsibilities + Candidate will plan and...

  • Office Support Specialist

    2 weeks ago

    Wethersfield, Connecticut, United States State of Connecticut Full time

    Position Overview We are seeking a detail-oriented and proactive individual to fulfill the role of Administrative Assistant within our esteemed organization. This position is essential in facilitating the efficient functioning of our operations. Key Responsibilities Provide comprehensive administrative assistance to the Motor Vehicle Division Chief and...

  • Office Support Specialist

    2 weeks ago

    Wethersfield, Connecticut, United States State of Connecticut Full time

    Position Overview We are seeking a dedicated and detail-oriented professional to provide essential administrative support within our agency. The successful candidate will play a crucial role in facilitating the effective functioning of the Branch Operations Division. Key Responsibilities Coordinate and manage schedules, appointments, and travel arrangements...

  • Patient Services Coordinator

    4 days ago

    Wethersfield, Connecticut, United States Amergis Full time

    Amergis is seeking a highly organized and detail-oriented Administrative Assistant to support the daily operations of our medical office. As the initial point of contact for patients, you will play a critical role in ensuring a positive and efficient experience for our clients.Key Responsibilities:• Schedule meetings and appointments with patients and...