STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Supervisor

Hybrid

Recruitment #241009-6013CL-001

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Introduction



THE POSITION
The State of Connecticut, Department of Public Health (DPH), is now hiring for an Office Supervisor to join the Infectious Diseases Section! This role will oversee the administrative support team, manage staff needs across various infectious disease programs, and ensure administrative tasks are prioritized and completed. See below for more details on this exciting opportunity! 

HIGHLIGHTS
  • UNIT: Infectious Diseases Section
  • ADDRESS: Hartford, CT 
  • WORK HOURS: Full-Time, First Shift
  • SCHEDULE: Typical work schedule of Monday through Friday 
    • There is an opportunity for a partial telework and flexible/alternate schedule to support a healthy work-life balance in accordance with State of Connecticut policies. 

WHAT WE CAN OFFER YOU

In this Office Supervisor role, you will be responsible for, but not limited to, the following duties:     
  • Leading the newly reorganized administrative support team for the Infectious Diseases Section.
  • Supporting staff associated with various programs, including but not limited to those in Immunizations, Tuberculosis, Sexually Transmitted Diseases, HIV, Healthcare Associated Infections and Antimicrobial Resistance Program, and the Epidemiology and Emerging Infections Program
  • Reporting to the Director of Infectious Diseases and oversee the administrative needs of staff across Infectious Disease (~140+ staff)
  • Overseeing phone and on call coverage for the entire Section
  • Ensuring administrative tasks are prioritized, assigned and completed to meet the needs of the Infectious Diseases Section
ABOUT US 
The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by assuring the conditions in which people can be healthy, preventing disease, injury, and disability, and promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state. 

DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.

The Infectious Disease Section collects data to assess chronic and infectious disease and associated risk factors; identifies and responds to emerging infections, and conducts outbreak investigations and surveillance. 

WHAT SETS US APART - STATE OF CONNECTICUT

Selection Plan

FOR ASSISTANCE IN APPLYING:
Please read or watch our Applicant Tips on How to Apply!
To Apply:
  • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
  • You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
  • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
  • 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.
  • This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
  • In order to receive educational credits toward qualification for this job posting, the institution must be accredited.  If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the recruiter listed on this job posting. 
Important Next Step Information for After You Apply:
  • Although applicants will receive correspondence via email and/or phone, 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.
  • 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, transcripts, diplomas, 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.
  • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
  • Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.
  • 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.
  • Read through this helpful link to prepare for your interview.
Connect With Us:
  • Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.
  • Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment please contact Alyssa Hovanec via email at Alyssa.Hovanec@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for independently performing a range of administrative office management and supervisory functions in the coordination of diverse office activities.

EXAMPLES OF DUTIES

  • Performs a range of administrative responsibilities such as developing and maintaining office policy and procedural guidelines and/or manuals; 
  • Implements and maintains statewide policy and procedural guidelines; 
  • Acts as a liaison to the general public and a wide variety of people within and outside state service regarding agency policy and procedures; 
  • Responds to oral and written inquiries for information and assistance; 
  • Prepares and oversees preparation of various administrative, statistical and financial reports; 
  • Coordinates and oversees general office business functions; 
  • Prepares and oversees preparation of all personnel record keeping transactions; 
  • May be responsible for reviewing, coding and routing materials; 
  • Performs related duties as required.

  • Performs a range of supervisory responsibilities such as planning, organizing and coordinating office workflow; 
  • Develops work performance and procedural standards and guidelines; 
  • Determines priorities, assigns and reviews work for timeliness and conformance to agency policies and procedures; 
  • Recommends staffing changes and assists in recruitment and selection of personnel; 
  • Conducts performance evaluations; 
  • Provides training and technical assistance; 
  • Advises employees on personnel policies and procedures; 
  • Handles counseling or disciplinary problems; 
  • Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

  • Considerable knowledge of
    • office administration and management; 
    • department and/or unit policies and procedures; 
  • Considerable
    • interpersonal skills; 
    • oral and written communication skills; 
  • Skill in performing arithmetical computations; 
  • Considerable
    • supervisory ability; 
    • ability to read, interpret and apply complex materials; 
  • Ability to
    • operate office equipment which includes computers and other electronic equipment; 
    • operate office suite software.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Five (5) years of general clerical experience.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

Two (2) years of the General Experience must have been at a lead or supervisory level.

NOTE: For state employees lead or supervisory experience is interpreted at the level of a Head Clerk.

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 supervising staff, assigning activities and overseeing the work performed.
  • Experience handling large call volume, triaging calls, communicating with general public, healthcare professionals, and the medical community.
  • Experience handling multiple and competing priorities, producing accurate results and meeting deadlines.
  • Experience creating and processing travel authorizations and reimbursements, and entering requisitions in financial or procurement systems (e.g., PeopleSoft).
  • Experience using Microsoft Office Suite, including Microsoft Outlook, Word, Excel, and Teams, to communicate with internal staff and external partners, as well as handling and sharing documents and spreadsheets

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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