Administrative Assistant (Office/On-site)
Job description
- 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;
- Comprehensive Benefits including Industry leading health benefits, including medical and dental coverage.
- 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.
- Full-time, 40 hours per week
- First (1st) shift
- Monday - Friday
- Hartford, CT
- 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
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 supporting diverse stakeholders within disproportionally impacted areas (DIAs), such as residents, and those experiencing persistent poverty or inequality.
- Experience working with Microsoft Office (Word, Access, Excel, Outlook, PowerPoint).
- Experience using Microsoft Teams, ZOOM or similar platforms including scheduling meetings with multiple attendees.
- Experience communicating in person, on the phone, and in writing with stakeholders.
- Experience working with confidential documents.
- Experience meeting competing priorities and working with more than one stakeholder.
- Experience with accurately and simultaneously completing multiple assignments within established deadlines.
- Experience working in a setting with clientele serviced by the hiring agency.
- Experience fielding inquiries on behalf of leadership.
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