STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Assistant

Office/On-Site

Recruitment #240327-7086CL-001

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Introduction



Are you a current state of Connecticut employee with clerical work experience?
If so, apply today!

The State of Connecticut, the Department of Developmental Services (DDS) is accepting applications from qualified state employees for the position of Office Assistant to support the North Region Individuals, Families, and Self Determination (IFS) Division located in Willimantic, CT.

Comprehensive Benefit Offerings: 
  • The opportunity 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.
  • State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service.  Click here for more information.
  • 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.
  • Comprehensive Benefits which include industry leading health benefits, including medical and dental coverage.
  • Extensive pension plan and supplemental retirement offerings.
  • Generous paid time off, including 13 paid holidays per calendar year.
  • Professional growth and development opportunities.
  • A healthy work/life balance to all employees. 
    The Role:
    • This position is responsible for assisting with day-to-day operations of the Willimantic and Putnam Satellite Office sites. 
    • This position, though assigned to the North Region’s IFS Division, is responsible for providing supports to IFS, Public, Private, and Self Determination divisional staff who provide services to meet the health and safety needs of approximately 4,000 individuals and families living in their own or family homes as well as public and private sector settings in the North Region of DDS. 
    • This position will function as an integral part of providing clerical resources needed for on-going support of planning and organizing the coordination of needed services. In addition, this position will assist in meeting the clerical needs to ensure public health and safety obligations are met in the facility settings and in the operation of Camp Quinebaug’s summer youth camp licensed by the Office of Early Childhood.
    • Other related tasks include:
    • Oversees Fleet Operations at Willimantic and Putnam Satellite Office Sites.
    • Liaison to visitors, vendors, property owner, cleaning company, deliveries, administrators and staff.
    • Other duties as assigned.
    Position Highlights: 
    • Full Time: 40-hours/weekly
    • Location: IFS Willimantic and Putnam, CT.
    • First (1st) Shift
    • Schedule: Monday – Friday: 8:00am – 4:30pm (RDO: Saturday, Sunday)
    • However, work schedule flexibility is required in order to meet the demands of the job.

    Selection Plan

    These positions will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Applications to this recruitment will be used to meet collective bargaining requirements. Once any collective bargaining requirements have been met, all other applicants may be considered.

    For Assistance in Applying:

    To Apply:

    • In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.

    • For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

    • At any point later in the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: performance reviews, attendance, supervisor references, college transcripts, etc., at the discretion of the hiring agency.

    • If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Tommy Wilson, EEO Specialist 1 at (860) 418-6148 or Tommy.Wilson@ct.gov.
    • Interviews will be limited to candidates whose experience most closely meets the preferred qualifications, so please ensure that your application is complete and details your experience as outlined in this job posting. Please note: You will be unable to make revisions once you submit your application into the JobAps system.
    • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
    • 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.
    Important Next Step Information for After You Apply:
    • 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.
    • 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.
    • 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. Applicants must meet the minimum qualifications as indicated to apply for this position.
    • 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.
    • Due to the large volume of applications received, the Department of Administrative Services is unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account.
    Connect With Us:
    • If you have any questions pertaining to this recruitment, please contact Anamaria Giangarra at Anamaria.giangarra@ct.gov and reference the recruitment number. 
    • Follow the State of Connecticut on LinkedIn.

    PURPOSE OF JOB CLASS (NATURE OF WORK)

    In a state agency this class is accountable for independently 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

    Performs the full range of general clerical duties as described in the following areas:

    • TYPING:
      • Types a variety of materials in relation to other duties or as assigned;
      • Enters and retrieves data on computers, tablets, and other electronic equipment.
    • FILING:
      • Sets up and maintains office procedures, filing and indexing systems and forms for own use.
    • CORRESPONDENCE:
      • Composes routine correspondence.
    • REPORT WRITING:
      • Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
    • 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.
    • 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 correspondence;
      • 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 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 electronic 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;
    • Skills
      • interpersonal skills;
      • oral and written communication skills;
      • performing arithmetical computations;
    • Ability to
      • perform a full range of clerical tasks;
      • operate office equipment which includes computers, tablets, and other electronic equipment;
      • operate office suite software;
      • schedule and prioritize workflow;
      • 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 one/half (1/2) year of experience to a maximum of two (2) years.

    PREFERRED QUALIFICATIONS

    • Experience operating office equipment which includes (but not limited to) computers, postage machines, copiers, faxes, and other electronic equipment
    • Experience maintaining substantial records in an electronic document management and/or filing systems to include data entry
    • Experience reviewing, entering, and retrieving information and data that is submitted through mail/electronic mail delivery services, fax and email
    • Experience with Microsoft Office Suite (Outlook, Word, Excel, Teams), including managing data, tracking work and scheduling meetings
    • Experience developing and maintaining basic office procedures and filing systems, including both physical and electronic case files and records
    • Experience ordering supplies, processing and maintaining records, coordinating, and scheduling work
    • Experience providing quality customer service assistance to multiple stakeholders  in-person, via e-mail, fax , telephone, video/electronic meetings
    • Experience working on multiple tasks, producing accurate results, and meeting deadlines
    • Experience editing and composing letters and reports, reviewing correspondence for accuracy and completeness
    • Experience working independently and within a team dynamic

    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.





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