STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant (Confidential)

Office/On-site

Recruitment #230918-3591CA-002

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Introduction


The State of Connecticut, Connecticut Technical Education and Career System (CTECS) invites you to check out this exciting opportunity to join our team as an Administrative Assistant (Confidential)!

Position Highlights:
  • Full-time, 40 hours per week
  • First (1st) shift
  • 8:00 a.m. - 4:30 p.m.
  • Hartford, CT
About Us:
CTECS serves approximately 11,200 full-time high school students. We have upgraded state-of-the-art classrooms and industry-standard equipment in every shop, giving students a well-rounded, 21st century education.

In your role as an Administrative Assistant (Confidential), you will have the opportunity to:
  • Be an integral part of supporting our Affirmative Action office.  
  • Provide support in complying with State statute and federal law as it relates to affirmative action and equal employment opportunities within CTECS. 
What’s In It For You:
  • To work for a Forbes top company: ‘Forbes’ State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule;
  • A Platinum Healthcare Plan, the nation’s best for state employees and dependents, according to a report by Georgetown’s Center on Health Insurance Reform and article by Ellen Andrews, Ph.D., along with comprehensive benefit offerings
  • Extensive pension plan and supplemental retirement offerings.
  • Paid time off - including 13 paid holidays per calendar year.
  • Professional growth and paid professional development opportunities.
  • A healthy work-life balance to all employees.
  • State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loan forgiveness after 10 years of service. Click here for more information.
Discover the opportunity to: 
  • Engage in a rewarding career
  • Assist our employees so they can achieve success
  • Make a difference in the public sector
  • Work together in a collaborative team environment 

Selection Plan

Application Process:

This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.

In order to be considered for this job opening, you must meet the minimum qualifications as listed on the job opening. You must specify your qualifications on your application. The minimum experience and training requirements must be met by the close date, unless otherwise specified.

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

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.

Please ensure that your application is complete. You will be unable to make revisions once you officially submit your application to the state of Connecticut.

Selection Process:

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.

During the recruitment process, applicants may be required to submit additional documentation supporting their qualification(s) for this position. These documents may include performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the agency.

Contact Information:

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.

Should you have any questions pertaining to this recruitment, please contact Elizabeth Pinette at Elizabeth.Pinette@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 a 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.
  • 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.
  • 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.
  • 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;
  • 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 using Microsoft Office suite
  • Experience prioritizing multiple time-sensitive tasks with competing due dates
  • Experience maintaining files and filing systems
  • Experience screening letters, memos, reports and other materials to determine action required
  • Experience composing complex letters and/or memoranda
  • Experience researching and assembling information from a variety of sources and preparing statistical and/or narrative reports
  • Experience working with confidential and time sensitive information
  • Experience arranging and coordinating meetings
  • Experience problem-solving in an office management role      

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.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility. 




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