Introduction
Do you possess administrative support or secretarial work skills? Looking to get into State Service? If so, we have a terrific opportunity for you!
The State of Connecticut is recruiting for the job class of Administrative Assistant. The applications generated from this posting may be used to fill Administrative Assistant positions at various agencies, locations, shifts, etc. throughout the State. If you’re interested in becoming an Administrative Assistant apply today!
POSITION DETAILS
Administrative Assistants provide higher level clerical support in an office operation. The focus of the position is on administrative activities requiring an advanced level of accountability, problem solving and interpersonal contacts. Knowledge of office administration (budgeting, personnel administration, purchasing, etc.) is critical.
Tasks include, but are not limited to, typing, filing, correspondence, report writing, communicating with a variety of parties (including other agencies and the public), general processing functions, personal secretary duties and office management. At this level, Administrative Assistants also troubleshoot for the managers.
We offer a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off, including 12 paid holidays per calendar year! (Options vary by position)
We encourage a healthy work/life balance to all employees.
For an inside look at what it is like to join the wave of the future as a State of Connecticut employee, check out the video below:
Selection Plan
This position may be subject to Federal requirements for COVID-19 Vaccination Immunization.
To Apply: 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 Frank DeCusati at frank.decusati@ct.gov or 860-713-5176.
Important Information After You Apply:
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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:
1. TYPING: Using a personal computer or 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.
2. FILING: Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews references materials and manuals.
3. CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g. explaining department practices and/or policies) for own or manager's signature.
4. REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations.
5. 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).
6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to supervisor.
7. PERSONAL 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 using shorthand, speedwriting or machine transcription; prepares expense accounts; makes travel arrangements.
8. 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; considerable knowledge of department and/or unit policies and procedures; considerable knowledge of proper grammar, punctuation and spelling; considerable knowledge of business communications; knowledge of business math; considerable interpersonal skills; ability to operate office equipment which includes personal computers and other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to manager).
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Four (4) years' 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 with Microsoft Word including composing correspondence
- Experience with Microsoft Excel including managing data and creating pivot tables and graphs
- Experience with Microsoft PowerPoint including creating presentations
- Experience with Microsoft Outlook and Teams including scheduling meetings
- Experience using timekeeping systems
- Experience communicating in person, on the phone, and in writing with stakeholders
- Experience using initiative, organizational skills, and problem-solving to complete projects on time
- Experience coordinating office budgeting and purchasing
- Experience in office management
- Experience fielding inquiries on behalf of leadership
- Experience working with confidential information
- Experience working in a setting with clientele serviced by the hiring agency
- Experience performing language interpreting assignments from Spanish-English and English-Spanish
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.