Office Assistant CL

Introduction

The State of Connecticut Department of Consumer Protection (DCP) is currently accepting applications for an Office Assistant position within the Licensing Services Division in Hartford, CT.

The Licensing Division is tasked with the data entry, review, approval and issuance of almost 200 different license types. It is statutorily mandated to deposit all licensing fees within 48 hours and maintains online applications and functions to streamline its licensing programs. The division responds to inquiries related to licensing requirements and issues and processes annual renewals for numerous license types.

It maintains the Department’s website and its online license verification website.

• State Employee Benefits Overview page
• Professional growth and development opportunities
• Healthy work/life balance for all employees

• Full-time, 40 hours/week
• Monday - Friday, First shift
• Hybrid work environment available
• 450 Columbus Blvd, Hartford

• Data entry and review of new and renewal applications for all other DCP regulated licenses
• Assist with basic support for all online applications and functions
• Process and post initial and renewal online applications
• Deposit all application fees
• Answer division telephone
• Assist in the completion of system configured workflows
• Assist in maintaining files and responding to public inquiries
• Perform related duties as required

• TYPING:
  • Types a variety of materials in relation to other duties or as assigned
  • Enters and retrieves data on computers, tablets, and other electronic equipment
• FILING:
  • Sets up and maintains office procedures, filing and indexing systems and forms for own use
• CORRESPONDENCE:
  • Composes routine correspondence
• REPORT WRITING:
  • Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format)
• INTERPERSONAL:
  • Provides general information and referral services in response to citizen complaints or questions regarding an agency’s services or authority
  • Responds to inquiries from other work units or departments/agencies
  • Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance
  • May lead lower level employees in carrying out assigned clerical functions
• PROCESSING:
  • Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly
  • Processes a variety of documents in determining routine case status
  • Exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by correspondence
  • Processes purchase requisitions/purchase orders for subsequent action
  • Prepares payment lists and billing invoices
  • Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders
  • Maintains files, journals or account ledgers by posting credits, expenditures, interest, etc.
  • Figures payments, costs, discounts and adjustments using prescribed methods and formulas
  • Receives monies in various forms such as cash, checks and money orders and prepares for deposit
  • Maintains inventory and orders supplies
  • Uses a variety of electronic equipment to perform job functions
• Performs related duties as required

• Knowledge of office systems and procedures including proper telephone usage and filing
• Interpersonal skills
• Oral and written communication skills
• Performing arithmetical computations
• Operating office equipment which includes computers, tablets, and other electronic equipment
• Operating office suite software
• Scheduling and prioritizing workflow
• Reading and interpreting complex instructions

• Two (2) years of general clerical work experience
• 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

• Experience using Microsoft products
• Experience communicating both verbally via phone and in writing
• Experience scanning and working with Rich Text Format (RTF) and Portable Document Format (PDF) documents
• Experience completing assignments within specified deadlines
• Experience with data entry
• Experience with the processing of fees

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women,…