STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Hybrid

Recruitment #240805-3591CL-001

Go Back Apply View Benefits

Introduction



Are you seeking career growth within the State of Connecticut? If so, consider this new and exciting opportunity!

The State of Connecticut, Department of Emergency Services and Public Protection (DESPP) is currently recruiting for an Administrative Assistant to join their Legal Affairs Unit (LAU) in Middletown, CT.

WHAT WE CAN OFFER YOU
  • Visit our NEW State Employee Benefits Overview page!
  • 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
  • Professional growth and development opportunities
  • A healthy work/life balance to all employees
  • The 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
POSITION HIGHLIGHTS
  • This position is full-time, first shift with the potential for telework, 40 hours per week, 8:00 AM - 4:30 PM, scheduled Monday - Friday.
  • The LAU manages the agency's legal needs, which include responding to records requests, managing hearings, and overseeing agency regulations, legislative proposals, ethics matters, contracts, and litigation.
      ABOUT US 
      The DESPP is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance and scientific services utilizing enforcement, prevention, education and state of the art science and technology.

      For an inside look at what it's like to work as an employee for the State of Connecticut, please watch the video below!

       

      Selection Plan

      Before you apply:
      • 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. 
      • 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.
      • For assistance in applying, please read or watch our Applicant Tips on How to Apply!
      Important information for after you apply:
      Candidates selected for an interview must provide the following at the time of interview: 

      State Employees
      • Two (2) most recent performance evaluations
      • Completed CT-HR-13
      Non-State Employees
      • Two (2) professional references contact information (Name, Email, and Phone Number)
      • Completed CT-HR-13
      Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation. Any pending disciplinary history within the past 2 years and review of attendance records are also considered in this selection process. 

      Click here to complete the Criminal Convictions addendum (CT-HR-13). The CT-HR-13 can also be found on the DAS website by typing in "CT-HR-13" into the "Search Department of Administrative Services" search field. 

      • 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 current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit.
      Questions about this position should be directed to Alejandro G. Dávila-Hurtado at Alejandro.Davila-Hurtado@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 working with Microsoft Office Suite;
      • Experience managing competing priorities while meeting deadlines;
      • Experience with customer service duties including in-person, phone, email, fax and written correspondence;
      • Experience with the release of materials under the Freedom of Information Act; and
      • Experience with Case Management Software such as Gov QA or Legal Files.

      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.



      Click on a link below to apply for this position:

      Fill out the Supplemental Questionnaire and Application NOW using the Internet.


      E-mailPhone: (860) 713-52058am - 4:30pm M-FPowered by JobAps