Administrative Assistant

• In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application.
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• 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.
• 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.
• Please select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
• 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.

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.

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 managers 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 managers 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.

• 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).

Four (4) years of experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

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.