STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Assistant

Recruitment #210511-7086CL-001

Go Back View Benefits

Introduction


Are you looking for a challenging administrative position? If you are, please apply now!

The State of Connecticut, Department of Transportation (DOT), Office of Business Services seeks a qualified individual for the position of Office Assistant in the Records Retention Unit. 

The Role:
The Records Retention unit is responsible for the filing, scanning, retention, retrieval and disposal of all public records to ensure compliance with applicable Federal and State Statutes. The position is designed for a candidate who will be spending the majority of their time performing high volume, detailed oriented handling of records in a variety of media. 
The candidate will perform data entry in various databases; possess knowledge of the proper handling/labeling of boxes and all records;  identify and retrieve records requested by internal and external customers; maintain records related to litigation holds; prepare correspondence and assist DOT units as it relates to incoming records, routine storage issues, record location identification, destruction authorization process, etc.; perform record duplication duties including the preparation of records, high volume of scanning, indexing/labeling of records, disk creation, refiling, etc.; assist with other local offices within the Support Services unit which will require traveling; perform related duties as required. An essential function of this job will be to lift boxes and oversized records.  

Position Details: 
  • This position is first shift, 7:30AM - 4:00PM
  • This position is 40 hours per week, Monday through Friday
  • This position is based out of 160 Pascone Place,  Newington, CT 

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee, 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).

Applicants must include a resume within the "Resume Tab" of their application.

Ensure that your application is complete before submitting it.  Applicants will be unable to make revisions once their application is submitted into the JobAps system. 

Applications to this recruitment may be used for future vacancies.

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

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. 

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. 

Should you have questions pertaining to this recruitment, please contact Nasreen Mustafa at Nasreen.Mustafa@ct.gov. 

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

EXAMPLES OF DUTIES

1. TYPING: Types a variety of materials in relation to other duties or as assigned; enters and retrieves data on personal computers and computer terminals.

2. FILING: Sets up and maintains office procedures, filing and indexing systems and forms for own use.

3. CORRESPONDENCE: Composes routine correspondence.

4. REPORT WRITING: Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).

5. INTERPERSONAL: Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority; responds to inquiries from other work units or departments/agencies; applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance; may lead lower level employees in carrying out assigned clerical functions.

6. PROCESSING: Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly; processes a variety of documents in determining routine case status; exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by phone or form letter; processes purchase requisitions/purchase orders for subsequent action; prepares payment lists and billing invoices; receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders; maintains billing control cards, files, journals or account ledgers by posting credits, expenditures, interest, etc.; figures payments, costs, discounts and adjustments using prescribed methods and formulas; receives monies in various forms such as cash, checks and money orders and prepares for deposit; maintains inventory and orders supplies; uses a variety of automated equipment to perform job functions; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Knowledge of office systems and procedures including proper telephone usage and filing; oral and written communication skills; skill in performing arithmetical computations; basic interpersonal skills; ability to perform a full range of clerical tasks; ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment; ability to operate office suite software; ability to schedule and prioritize workflow; ability to read and interpret complex instructions.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months of experience.

PREFERRED QUALIFICATIONS

  • Experience in record keeping practices related to shelving and disposition of stored records;  
  • Experience with Record Records Retention schedules, policies, statutes and regulation for proper handling of State of Connecticut public records;   
  • Work experience corresponding and communicating with internal and external customer;  
  • Experience with Microsoft Office Suite Word and Excel including managing data, composing correspondence, report writing and tracking work. 

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

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.





E-mailPhone: (860) 713-52058am - 4:30pm M-FPowered by JobAps