IntroductionDo you want to utilize your skills and make a difference? Are you looking to take the next step in your career? If so, please read on to learn more about this exciting opportunity! THE POSITION:The State of Connecticut, Department of Veterans Affairs (DVA) is currently seeking a qualified and experienced individual for the position of Administrative Assistant to join our team within the Office of Advocacy and Assistance.HIGHLIGHTS:
- ADDRESS: 287 West Street, Rocky Hill, CT
- SCHEDULE: Full -Time, (40 hours), First Shift, Monday - Friday 7:30am - 4:00pm
- POSITION NUMBER: 112032
WHAT WE CAN OFFER YOU:
- Visit our new State Employee Benefits Overview page!
- Professional growth and development opportunities
- A healthy work/life balance to all employees
- Work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers.
DISCOVER THE OPPORTUNITY TO:
- Engage in a rewarding career;
- Provide support to a division that is passionate about improving the lives of those we serve;
- Make a difference in the public sector; and
- Work together in a collaborative team environment.
The Role: Job duties include, but are not limited to:
- Relay superior administrative details through interaction with the public and routine contacts with other state executives;
- Comply and coordinate data for action by taking and transcribing correspondence;
- Type a wide variety of correspondence, notes, memorandums, drafts, and forms following proper format;
- Prepare letters or reports and advises superior of appropriate action taken on routine matters;
- Schedule appointments and arrange meetings;
- Maintains and check records and files; and
- Screen incoming correspondence refers to appropriate staff and follows up to insure timely response.
ABOUT US For over 160 years, DVA has been caring for its veterans and their dependents. As a Department, we believe in serving those who have served. This is accomplished through our: Office of Advocacy and Assistance, Residential Facility, Healthcare Center, and Cemetery and Burial Services. Selection PlanFOR 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 ...@ct.gov.
- This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
- The only way to apply to this posting is via the 'Apply' or 'Apply Online' buttons on the official State of Connecticut Online Employment Center 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.
- Read through this helpful link to prepare for your interview.
- 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.
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 Julie Barker via email at ...@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 DUTIESPerforms 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 EXPERIENCEFour (4) years of experience above the routine clerk level in office support or secretarial work. MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCEOne (1) year of the General Experience must have been as a Secretary 2 or its equivalent.MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWEDCollege 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 providing authoritative responses to inquiries from the public, other government agencies, and elected officials.
- Experience acting for and making decisions on behalf of a manager, director, or other senior official within prescribed limits of authority.
- Experience managing a geographically dispersed office with multiple mission requirements.
- Experience training office support staff.
- Experience managing available resources, including time, to maximize the productivity of the office.
ConclusionAN 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.