State of Connecticut Executive Branch

DCJ Senior Executive Administrative Aide to the Chief State's Attorney (3503CJ)

$47.69-$62.25 Hourly / $3,814.95-$4,979.62 BiWeekly /
$99,570.00-$129,968.00 Yearly

PURPOSE OF JOB CLASS (NATURE OF WORK)

At the Office of the Chief State’s Attorney, in the Division of Criminal Justice, this class provides direct confidential administrative support on a one-to-one basis with the Chief State’s Attorney, serving as the principal point of contact for both internal and external constituencies.

GUIDELINES FOR JOB CLASS USE

The Senior Executive Administrative Aide to the Chief State’s Attorney is the primary liaison between the Chief State’s Attorney, the Criminal Justice Commission and the thirteen State’s Attorneys.

SUPERVISION RECEIVED

Receives general direction from the Chief State’s Attorney.

SUPERVISION EXERCISED

Supervises staff as assigned.

EXAMPLES OF DUTIES

  • Performs a wide variety of highly complex and sensitive legal and administrative assignments requiring advanced levels of accountability, problem solving and interpersonal contacts;
  • Serves as a personal and confidential administrative aide; 
  • Drafts correspondence and memoranda for the Chief State’s Attorney’s signature or as authorized;
  • Organizes and provides support with diverse, complex and sensitive correspondence, communications, memoranda, etc.;
  • Screens communications including mail for appropriate dissemination, determines required action and provides substantive background information for action;  
  • Serves as first and direct point of contact for inquiries to the Chief State’s Attorney; 
  • Responds to inquiries from other State entities, outside agencies and the public, assists in the explanation and interpretation of Division of Criminal Justice policies and procedures as directed; 
  • Creates and maintains confidential files and has responsibility for the archiving of official records;
  • Makes appropriate travel arrangements for the Chief State’s Attorney; 
  • Completes required travel and expense reports; 
  • Performs as the functional equivalent to a private law Office Manager to oversee the administrative supervisory needs for the Office of the Chief State’s Attorney;
  • Facilitates and is the Division liaison for speaking engagements for the Chief State’s Attorney throughout the state to stakeholder groups and officials of state and municipalities;
  • Coordinates arrangements and schedules meetings for speakers including dignitaries and specialized experts in matters of concern and interest to the Executive and Senior Managers of the Division;   
  • Attends all Senior Management meetings and performs all planning responsibilities for meetings, panels and conference needs at the Office of the Chief State’s Attorney;
  • Provides sophisticated calendar management for the Chief State’s Attorney; 
  • Prioritizes inquiries and requests while troubleshooting conflicts; 
  • Serves as a gatekeeper for visitors requesting in person meetings with the Chief State’s Attorney; 
  • Works closely with the Chief State’s Attorney to inform and update on upcoming commitments and responsibilities; 
  • Assures all commitments are met on a timely basis;  
  • Arranges appointments, meetings, conferences and travel details involving complex coordination of resources, schedules and materials; 
  • Serves as a liaison to and responds to requests requested reports or other information for members of the Criminal Justice Commission;  
  • Coordinates documentation requirements and advise other Administrative Units when requests for information are received; 
  • Acts as primary intermediary with operating units within the Division prioritizing requests for meetings and other appearances required of the Chief;
  • Compiles and coordinates data for action by the Chief State’s Attorney; 
  • Coordinates meetings with Deputy Chief State’s Attorneys, State’s Attorneys, Supervisory Staff and other direct reports; 
  • Coordinates communication for Freedom of Information Requests;
  • Assumes primary responsibility to oversee special projects to completion as assigned;
  • Assists Deputy Chief State’s Attorneys on and ad hoc basis as needed;
  • May participate in screening, interviewing and narrowing candidate lists for final interviews for administrative support positions within the Office of the Chief State’s Attorney; 
  • May serve as Criminal Justice Commission meeting recorder and may prepare minutes in accordance with statutory requirements; 
  • Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

  • Considerable knowledge of
    • office administration and management;
    • business communication;
    • proper grammar, punctuation, spelling and legal terminology;
  • Considerable
    • interpersonal skills;
    • oral and written communication skills;
    • public speaking skills;
    • conflict resolutions skills;
  • Ability to
    • work independently; 
    • operate office suite software;
    • schedule and prioritize office workflow.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Seven (7) years of experience in a confidential administrative support role.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

  • Two (2) years of the General Experience must have involved management and supervisory responsibilities. 
  • Five (5) years of the General Experience must have been in a legal environment.

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 for a Bachelor's degree.
  • Completion of a paralegal certificate program approved by the American Bar Association and three (3) years of experience providing paraprofessional legal assistance to an attorney may be substituted to a maximum of two (2) years.

SPECIAL REQUIREMENTS

  • Incumbents in this class may be required to possess and retain a valid Motor Vehicle Operator’s license.
  • Incumbents in this class will be required to travel.

JOB CLASS DESIGNATION

Unclassified

OCCUPATIONAL GROUP

(05)-Clerical/Secretarial

BARGAINING UNIT

(53)-DCJ NON-MANAGER EXMP

EEO

(5)-Para-Professional

SALARY INFORMATION

CJ 28

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.

CANCELLATION CLAUSE

New job class. Item No. 24-204

EFFECTIVE DATE

11/5/2024
CLASS: 3503CJ; EST: 11/4/2024; REV: 11/12/2024;