Executive Assistant

2 weeks ago

Rocky Hill, Connecticut, United States State of Connecticut Full time
Overview

Are you driven and detail-oriented?

Do you thrive in dynamic and collaborative settings?

If this resonates with you, continue reading.

The State of Connecticut's Department of Transportation (DOT) is currently in search of an Administrative Support Specialist to join the Inventory Management division within the Bureau of Finance and Administration.

WHAT WE PROVIDE
  • Explore our comprehensive State Employee Benefits Overview page.
  • Be part of a recognized organization: 'Forbes' has ranked the State of Connecticut as one of the best employers, acknowledging our commitment to job growth, competitive benefits, and flexible work schedules.
  • Opportunities for professional development and career advancement.
  • A supportive work/life balance for all employees.
  • Join an award-winning agency: CTDOT has recently received accolades such as the Employer of the Year award from the Connecticut Society of Civil Engineers (CSCE) and the Women's Transportation Seminar (WTS) CT Employer of the Year for 2024.
POSITION DETAILS
  • First Shift, 7:30 AM to 4:00 PM.
  • Full Time, 40 hours per week.
  • Monday through Friday.


ROLE RESPONSIBILITIES
The Administrative Support Specialist will provide assistance to four (4) Inventory Management Units. Key responsibilities include:
  • Managing incoming telephone communications for all Inventory Management Units.
  • Welcoming and directing visitors to the appropriate units.
  • Reviewing and addressing inventory discrepancies and processing adjustments.
  • Updating organizational charts, contact directories, and delivery schedules.
  • Handling all mail operations, including sorting and distributing correspondence.
  • Executing purchasing tasks in accordance with established procedures and preparing related documentation.
  • Maintaining inventory and procuring office supplies.
  • Communicating with vendors to confirm order statuses.
  • Organizing and verifying incoming documentation.
  • Updating and maintaining reference materials for Inventory Management.
  • Assisting with data entry, proofreading, and filing tasks.
  • Coordinating interviews and maintaining confidential records.
  • Keeping records for Inventory Management drivers.
  • Documenting meeting minutes for various meetings.
  • Preparing travel authorizations for designated staff.
ABOUT OUR AGENCY

As one of the largest state agencies in Connecticut, DOT employs approximately 3,200 individuals across five distinct bureaus. Our mission is to deliver a safe, accessible, and efficient multimodal transportation network that enhances the quality of life and fosters economic vitality for the state and its regions. We manage a significant transportation infrastructure that is vital for maintaining mobility for residents and businesses while supporting economic and community development and preserving environmental and cultural resources. The Department of Transportation is dedicated to building a diverse workforce that reflects the communities we serve. We strongly encourage applications from individuals with diverse backgrounds and experiences.

APPLICATION PROCESS
  • To be considered for this position, applicants must meet the minimum qualifications outlined in the job posting.
  • Ensure that your application is complete and detailed before submission.
  • All application materials must be submitted by the specified deadline.
  • Late applications may not be accepted.
CONNECT WITH US
  • Due to the high volume of applications, we are unable to confirm receipt or provide status updates during the recruitment process.
JOB CLASS PURPOSE

This role is accountable for delivering a comprehensive range of administrative support functions within a state agency.

EXAMPLES OF DUTIES

Responsibilities include:
  • Typing and formatting a variety of documents, ensuring accuracy and professionalism.
  • Organizing and maintaining filing systems, including confidential files.
  • Composing routine correspondence for supervisory review.
  • Compiling information and preparing data reports.
  • Providing excellent customer service by greeting visitors and managing phone communications.
  • Coordinating meetings and preparing necessary materials.
  • Maintaining office supplies and processing purchasing paperwork.
KNOWLEDGE, SKILLS, AND ABILITIES
  • Strong understanding of office systems and procedures.
  • Proficient in business communications and mathematics.
  • Excellent interpersonal and communication skills.
  • Ability to prioritize tasks and manage workflow effectively.
MINIMUM QUALIFICATIONS

Two (2) years of experience in office support or administrative roles above the routine clerk level.

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