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Office Assistant

4 months ago

Stratford, United States State of Connecticut Full time
Introduction

Are you experienced in clerical work and interested in starting your career with the State of Connecticut? If so, we invite you to apply to join our team with the Department of Children and Families (DCF).

At the DCF we are currently recruiting qualified individuals to join our team to fill multiple full time Office Assistant vacancies.

Work locations will be in offices located in the following Regions:

  • Region 1: Bridgeport and Norwalk
  • Region 2: Milford and New Haven
  • Region 3: Middletown, Norwich and Willimantic (Please note: Willimantic is part of Windham)
  • Region 4: Hartford and Manchester
  • Region 5: Danbury, Torrington and Waterbury
  • Region 6: New Britain and Meriden
What We Can Offer You:
  • Visit our newState Employee Benefits Overview page
  • The 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
Your Role As An Office Assistant

This role will entrusted to perform a full range of clerical duties as well as providing support to our staff. Along with other duties as needed, we will entrust you to:
  • Enter and retrieve data on computers, tablets and other electronic equipment
  • Set up and maintain office procedures, filing and indexing systems and forms for own use
  • Compose routine correspondence
  • Respond to inquiries from other work units or departments/agencies
Position Highlights
  • Full time, 40 hours per week
  • Monday through Friday
  • First Shift: 8am to 5pm
  • NOTE: Applications to this recruitment may be used for future vacancies.
We hope you take this chance to start your career with us and join our team

Check out the image below to see what your potential career growth could look like:

Selection Plan

For Assistance in Applying:
Please read or watch our Applicant Tips on How to Apply

Application Process:

This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.

In order to be considered for this job opening, you must 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, unless otherwise specified.

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.

Please ensure that your application is complete. You will be unable to make revisions once you officially submit your application to the state of Connecticut.

Selection Process:

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error.

During the recruitment process, applicants may be required to submit additional documentation supporting their qualification(s) for this position. These documents may include performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the agency.

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.

Contact Information:

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.

Should you have any questions pertaining to this recruitment, please contact Ethan Ives at Ethan.Ives@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for independently performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

EXAMPLES OF DUTIES

Performs the full range of general clerical duties as described in the following areas:
  • TYPING:
    • Types a variety of materials in relation to other duties or as assigned;
    • Enters and retrieves data on computers, tablets, and other electronic equipment.
  • FILING:
    • Sets up and maintains office procedures, filing and indexing systems and forms for own use.
  • CORRESPONDENCE:
    • Composes routine correspondence.
  • REPORT WRITING:
    • Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
  • INTERPERSONAL:
    • Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority;
    • Responds to inquiries from other work units or departments/agencies;
    • Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance;
    • May lead lower level employees in carrying out assigned clerical functions.
  • PROCESSING:
    • Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly;
    • Processes a variety of documents in determining routine case status;
    • Exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by correspondence;
    • Processes purchase requisitions/purchase orders for subsequent action;
    • Prepares payment lists and billing invoices;
    • Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders;
    • Maintains files, journals or account ledgers by posting credits, expenditures, interest, etc.;
    • Figures payments, costs, discounts and adjustments using prescribed methods and formulas;
    • Receives monies in various forms such as cash, checks and money orders and prepares for deposit;
    • Maintains inventory and orders supplies;
    • Uses a variety of electronic equipment to perform job functions;
Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY
  • Knowledge of office systems and procedures including proper telephone usage and filing;
  • Skills
    • interpersonal skills;
    • oral and written communication skills;
    • performing arithmetical computations;
  • Ability to
    • perform a full range of clerical tasks;
    • operate office equipment which includes computers, tablets, and other electronic equipment;
    • operate office suite software;
    • schedule and prioritize workflow;
    • read and interpret complex instructions.
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one/half (1/2) year of experience to a maximum of two (2) years.

PREFERRED QUALIFICATIONS
  • Experience with both written and verbal communications in an office setting
  • Experience composing routine correspondence, and reviewing documents, data or other paperwork for accuracy and completeness/or relevant data
  • Experience in Microsoft Office Suite including managing data, tracking work and scheduling meetings
  • Experience with billing and processing invoices and payments
  • Experience in interpersonal customer service assistance to multiple stakeholders
  • Experience working in a multi-faceted, high volume office environment


SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

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.