Administrative Assistant

The State of Connecticut Department of Transportation (DOT) invites its qualified agency employees to apply for the position of Administrative Assistant. This position is full-time, 40-hours per week, Monday-Friday, 7:30 a.m. - 4:00 p.m., and is located in the District One Administration Building, Highway Maintenance Unit, Rocky Hill. The Administrative Assistant will primarily support the Transportation Maintenance Director, which is a critical management and operational position within the Bureau’s District One Office.

In order to be considered for this job opening, you must be a current State of CT employee of the Department of Transportation, who has permanent state status*, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application. 

*For employees in the classified service, permanent status is obtained after successful completion of a working test period.  For employees in the unclassified service, permanent status is obtained after serving in a position for at least six months (full-time or full-time equivalent).

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics. 

Should you have questions pertaining to this recruitment, please contact Diane Tyc at Diane.Tyc@ct.gov. Reference #76086.

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.

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.

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).

Four (4) years' experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

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.

Preference will be given to those applicants who can effectively demonstrate the following in their submitted application:

• Proficiency using Microsoft Office Suite (Outlook, Word, Excel, SharePoint, etc.);
• Exceptional organizational skills;
• Ability to prioritize and multi-task;
• Proficiency drafting business communications such as writing and editing letters, reports and completing forms;
• Proficiency with proofreading and grammar;
• Strong interpersonal skills;
• Ability to get along with a diverse group of people;
• Ability to work independently performing a full range of clerical support functions;
• Ability to effectively communicate, both orally and by written documentation with the public and state agencies;
• Knowledge of CORE-CT Self Service and Procurement; and,
• Ability to learn new software and technology as needed.

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.