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Administrative Assistant

2 months ago

Cheshire, United States State of Connecticut Full time
Introduction

Are you looking to grow your career with the Department of Correction? If so, the Connecticut Department of Correction has an Agency-only opportunity for an Administrative Assistant

Position highlights

As an Administrative Assistant supporting the District Administrator of District 2, you will perform various complex administrative tasks above the routine clerk level in office support and secretarial work. Some of the duties and responsibilities of the position include but are not limited to:

  • Compiling, coordinating, and maintaining data and assisting in the generation of reports;
  • Assisting in the coordination and management of workflow to ensure adherence to established;
  • Taking and transcribing meeting notes and minutes;
  • Preparing, proofreading, and editing a wide variety of correspondence, memorandums, drafts, transcripts, charts, and forms following the proper format;
  • Scheduling appointments and arranging meetings;
  • Performing special assignments, studies, and administrative functions as specifically directed;
  • Supervising and training clerical staff;
  • Transmitting to or requesting information from agency staff;
  • Performing related duties as required.
Please see the EXAMPLES OF DUTIES section below for more information.

Selection Plan

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.
  • Applicants should ensure that they meet the minimum experience and qualifications by the closing date of this job opening, unless otherwise specified.
  • Please make sure that your application is thorough and includes all necessary information before submitting it. To adhere to Public Act 21-69, the State of Connecticut has made changes to the initial application process, and resumes are no longer required. Please note that revisions cannot be made once your application has been submitted into the JobAps system.
  • 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.
Important information after you apply
  • This job posting may require you to answer additional referral questions (RQs). You will receive an email with the RQs after the posting's closing date or you can find them on your JobAps Personal Status Board (Certification Questionnaires section). Please make sure to submit your responses by the expiration date of the questionnaire. It is important to regularly check your email and JobAps Personal Status Board for notifications. Please also check your SPAM and/or Junk folders regularly in case auto-notification emails are filtered there.
  • While applicants will primarily receive correspondence through email, we also encourage them to regularly check their Personal Status Board for updates on their application status, important notices, and any tasks they need to complete during 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.
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
For current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit.

For technical questions regarding the filling of your application, please contact Benjamin Beaudry at Benjamin.Beaudry@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

Candidates with the following skills and experience will be given preference:
  • Experience in Outlook utilizing mail merge, setting up rules, and archiving;
  • Experience in Excel working with multiple worksheets/workbooks, lookup functions, and formula auditing;
  • Experience in Word preparing documents for collaboration, securing documents, and adding references and links;
  • Experience using Microsoft Teams for document management, generating transcriptions, and instant messaging;
  • Experience using OneDrive to store and/or backup data;
  • Experience using SharePoint to store and share data, documents, and tasks;
  • Experience supervising and training office support staff;
  • Experience developing and maintaining office standard operating procedures (SOPs);
  • Experience coordinating and scheduling in-person, hybrid, and remote meetings, including coordinating meeting materials, setting up conference rooms and video equipment, and using software such as Teams and Zoom;
  • Experience creating and maintaining electronic and paper filing systems per document retention policies;
  • Experience communicating with parties in person, via email, and via telephone, to accomplish assigned tasks;
  • Experience managing projects to completion in a team environment;
  • Experience coordinating budget control and monitoring;
  • Experience administering employee hiring and onboarding processes;
  • Experience maintaining inventory of office supplies;
  • Experience administering electronic processes, including travel authorization and reimbursement, time reporting, or purchasing.


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.