STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #210303-3591CL-001

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Introduction


Do you have possess office support or secretarial work skills? Looking to get into State Service? If so, we have a terrific opportunity for you!

The State of Connecticut, Department of Agriculture (DoAg), Bureau of Regulatory Services has one (1) available opening for a full-time Administrative Assistant located in Hartford.

JOB DETAILS
The Administrative Assistant reports to the Bureau Director or, in the absence of the Bureau Director, reports to the Assistant Bureau Director. Duties performed by the Administrative Assistant are necessary to support management and to support the Bureau’s statutorily mandated responsibilities and activities relative to public health and safety, animal health and the quality and safety of animal and plant derived food products.

The Administrative Assistant performs complex office administrative duties including but not limited to following:
  1. Prepares a wide range of documents including complex letters or memoranda, reports, purchase requests and meeting notes. Proof reads correspondence.
  2. Manages the Bureau’s inventory of supplies and equipment.
  3. Coordinates the Bureau’s responses to requests pursuant to the state Freedom of Information Act.
  4. Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews references materials and manuals.
  5. Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations.
  6. Serves as the Bureau’s liaison with the Department of Administrative Services Business Office. Reviews all invoices for accuracy received from vendors who have provided products, services or equipment to the Bureau; communicates with vendors in instances of incorrect billing; forwards all invoices to the Bureau Director for his signature indicating receipt of the products and services and approving payment; makes copies of the signed invoices and files in individual vendor files; sends original signed invoices to DAS for payment; answers questions from DAS regarding invoices.
  7. Coordinates and keeps records of all administrative appeal procedures for contested cases that come before the Bureau.
  8. 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.
  9. Answers or directs telephone and email inquiries to the appropriate division within the Department from the public and stakeholders.
This is a full-time, 40 hour per week position. Work hours are 8:00 am to 4:30 pm, Monday through Friday. Location is 450 Columbus Blvd., Hartford, CT 06103.

We offer a competitive benefits plan that includes healthcare coverage, a retirement plan, and paid time off!

ABOUT US
The mission of the Department of Agriculture is to foster a healthy economic, environmental and social climate for agriculture by developing, promoting and regulating agricultural businesses; protecting agricultural and aquacultural resources; enforcing laws pertaining to domestic animals; and promoting an understanding among the state's citizens of the diversity of Connecticut agriculture, its cultural heritage and its contribution to the state's economy.

Selection Plan

All applicants must include a resume within the "Resume Tab" of their application with their submission.

Please Note: You will be unable to make revisions once you submit your application for this posting to the JobAps system.

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: performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

Applications to this recruitment may be used for future vacancies.

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error.

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.

Should you have questions pertaining to this recruitment, please contact Jake Ferrari at jake.ferrari@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:

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 office administration.
  • Experience maintaining digital office filing systems.
  • Experience monitoring office budgets.
  • Experience preparing statistical and narrative reports.
  • Experience providing administrative support to multiple Directors with competing priorities.
  • Experience collaborating with other administrators, support and management personal.

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.





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