STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Hybrid

Recruitment #220801-3591CL-002

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Introduction


Are you a self-motivated professional who excels at prioritizing, multitasking, and performing complex office administrative duties?  Are you passionate about a career in public service? If so, read below and apply today!

The State of Connecticut, Bureau of Materials Management and Compliance Assurance, has an exciting opportunity for an Administrative Assistant at our Hartford office. 

About us
The Bureau of Materials Management and Compliance Assurance administers a wide variety of regulatory programs including: overseeing the proper management of solid waste, recyclable materials, PCB’s and hazardous waste; regulating the generation, transportation, treatment, storage and disposal of hazardous waste; developing capacity and expertise to respond to spill and contamination incidents with emphasis on large-scale emergency situations; encouraging pollution prevention and recycling; and regulating the use of pesticides while minimizing human and non target species exposure.

Position highlights
This role provides administrative support for a variety of programs including:
  • Prevention, notification and mitigation of uncontrolled releases of oil, chemical and hazardous substances;
  • Permitting, enforcement and compliance assurance for solid and hazardous waste and discharge of Industrial, Commercial, Storm water, Agricultural and Onsite subsurface wastewater; and
  • Sustainable materials management.
Other responsibilities of the position include:
  • Responding to inquiries and requests for information from the public, media, the Governor's office, General Assembly, Congress and federal, state and local officials.
  • Coordinating programs and resources cross the Bureau,
  • Performing a full range of office administration and secretarial support for the bureau including providing lead responsibility over other clerical staff. 
This is a full-time position (40 hours) in our office located at 79 Elm Street in Hartford. Teleworking opportunities are available. 

The immediate vacancy is located in Hartford. However, this recruitment may be used to fill additional vacancies throughout the agency including our New Britain office. 

What we can offer you
We take part in a competitive benefits plan which includes:
  • Generous paid time off (vacation, sick and personal)
  • Excellent health and dental coverage
  • Retirement plans and more!
In addition, the State puts an emphasis on:
  • Providing limitless opportunities;
  • Hiring for diversity and fresh perspectives;
  • Performing meaningful work; and
  • Encouraging a healthy work life balance
            

Selection Plan

To Apply:
• In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application.
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
• All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.

Important Information After You Apply:
• 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 questionnaire'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.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

For questions regarding this recruitment, please contact Mackenzie Coleman at mackenzie.coleman@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 processes, such as Freedom of Information Act response, records management, travel authorization and reimbursement, procurement and hiring. 
  • Experience regularly interacting with and explaining information to individuals via phone and email.
  • Experience multi-tasking and adhering to deadlines. 
  • Experience working with Microsoft Office suite (Office, Outlook, Excel, Word, Access, Teams and OneDrive).
  • Experience coordinating and scheduling video calls and meetings in Teams and Zoom. 
  • Experience using Microsoft Publisher software and website content management software.
  • Experience adhering to policies and confidentiality standards. 

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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