STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #230606-3591CL-001

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Introduction


Attention Administrative Professionals: Looking to further your career with the State of Connecticut? This is an excellent, career-mobile opportunity for you to join us; apply today!


This hybrid position is full time on first shift, Monday through Friday, from 8:00 AM until 5:00 PM.

Please Note: Future openings may be within any of the branches of DEEP, which include Environmental Quality, Energy and Environmental Conservation.  These future positions could be based in our New Britain or Hartford offices. Please be sure to select Hartford and New Britain on your application to be considered for all future positions. 

WHAT WE CAN OFFER YOU
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!
POSITION HIGHLIGHTS

BETP is charged with developing policies and programs to mitigate and adapt to the impacts of climate change; conserve, improve and protect Connecticut’s natural resources and environment; and provide equitable access to broadband and affordable, clean and reliable energy to the people and businesses of Connecticut. As an Administrative Assistant supporting DEEP's Bureau of Energy and Technology Policy you will be performing a wide range of complex administrative tasks. Please see EXAMPLES OF DUTIES section below for more information.

ABOUT DEEP
DEEP's mission is to conserve, protect, and improve natural resources and the environment to provide enduring health and welfare as well as to make clean, reliable, and affordable energy available for Connecticut residents and businesses.  The agency is also committed to playing a positive role in supporting economic development and job creation in Connecticut as well as fostering a sustainable and prosperous economic future for the state.

             

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 Benjamin Beaudry at Benjamin.Beaudry@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:

  • TYPING:
    • Using computers, tablets, and 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.
  • FILING:
    • Designs office filing systems;
    • Organizes and maintains files (including confidential files);
    • Maintains, updates and reviews references materials and manuals.
  • CORRESPONDENCE:
    • Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.
  • REPORT WRITING:
    • Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports;
    • Analyzes information and may make recommendations.
  • 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).
  • PROCESSING:
    • Screens letters, memos, reports and other materials to determine action required;
    • May make recommendations to supervisor.
  • 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 and/or meeting minutes;
    • Prepares expense accounts;
    • Makes travel arrangements.
  • 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;
    • department and/or unit policies and procedures;
    • proper grammar, punctuation and spelling;
    • business communications;
  • Knowledge of business math;
  • Considerable
    • interpersonal skills;
    • oral and written communication skills;
  • Ability to
    • operate office equipment which includes computers, tablets, and other electronic equipment;
    • operate office suite software;
    • take notes (shorthand, speedwriting or other method acceptable to manager).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Four (4) years of 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 creating and maintaining electronic and paper filing systems in accordance with document retention policies;
  • Experience communicating with parties in person, via email, and via telephone, to accomplish assigned tasks;
  • Experience managing projects to completion in a team environment;
  • Experience coordinating budget control and monitoring;
  • Experience administering employee hiring and onboarding processes;
  • Experience maintaining inventory of office supplies;
  • Experience administering electronic processes, including travel authorization and reimbursement, time reporting, or purchasing;
  • Experience multi-tasking and adhering to deadlines;
  • Experience working with Microsoft Office suite (Office, Outlook, Excel, Word, Teams, and OneDrive) and Sharepoint;
  • Experience coordinating and scheduling in person, hybrid, and remote meetings, including  coordinating meeting materials, setting up conference rooms and video equipment, and using software such as Teams and Zoom;
  • Experience adhering to office 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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