Office Assistant

All State employees shall follow the guidelines as listed in Executive Orders  13F (3a) and 13G (3a) .

To Apply:

• Ensure that your application is complete and detailed before submitting it. We are no longer accepting resumes in accordance with PA 21-69. You will not be able to make revisions once your application is submitted into the JobAps system.
• Please select all location(s), shift(s), and employment status(es) (Full-time, Part-time, etc.) in which you are willing to work on your application. Failure to indicate the location(s), shift(s), and employment status(es) may result in not being considered for vacancies in that specific location, shift, and/or employment status.

• This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
• Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
• Note: 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: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
• Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
• Agencies may choose to review applications generated from this posting to fill Office Assistant positions at various locations, shifts, etc. throughout the State. If so, these positions will NOT be posted separately on JobAps. When a new, similar Office Assistant (Multi-Agency) posting is announced (with a recruitment number ending in RP), you must re-apply for consideration.
• NOTE: An agency may have a need to post a job opening for a more ‘specific’ Office Assistant position geared towards that agency’s specific position(s). Those types of Office Assistant job openings on JobAps will NOT use applications from this recruitment pool. You must apply to those postings in order to be considered for appointment to those specific position(s). We encourage you to apply to each Office Assistant posting you’re interested in. Please sign up for Interest Cards to be notified when Office Assistant recruitments are posted.

• 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 Jake Ferrari via email at jake.ferrari@ct.gov.

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.

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 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.

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

• Experience with Microsoft Office Suite including managing data, tracking work and scheduling meetings.
• Experience ordering supplies, processing and maintaining records, coordinating and scheduling work.
• Experience providing customer service assistance to multiple stakeholders.
• Experience working on multiple tasks, producing accurate results, and meeting deadlines.
• Experience editing and composing letters and reports, reviewing correspondence for accuracy and completeness.

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.

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.