Administrative Assistant

The State of Connecticut, Department of Transportation (DOT), is now accepting applications from qualified DOT employees for the position of Administrative Assistant at the District 1 Maintenance Director’s Office.

• Visit our State Employee Benefits Overview page!
• Professional growth and development opportunities
• A healthy work/life balance to all employees

• Full Time, 40 hours per week
• Monday through Friday, 7:30 AM to 4:00 PM
• Rocky Hill, CT
• Hybrid (office/remote) eligible upon completion of the working test period.

The Administrative Assistant provides high-level administrative and operational support to the District Director, coordinating personnel, budgeting, procurement, correspondence, public inquiries, policy compliance, meetings, emergency matters, and sensitive administrative functions. Leads coordinating and resolving diverse customer concerns and inquiries from constituents and residents. Oversees and tracks District processes, conducts research, prepares reports and official correspondence, supports human resources activities, manages confidential records, and coordinates follow-up on operational and legal matters.

Provides guidance to staff, assists with policy and procedure development, supports performance objectives, and exercises independent judgment in prioritizing and resolving complex administrative matters.

As one of Connecticut’s largest State agencies, DOT employs approximately 3,300 individuals statewide in five distinct bureaus. It is our mission to provide a safe, accessible and efficient multimodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving the State’s resources.

The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged.

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.

• 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.

• Considerable knowledge of
• office administration and management;
• department and/or unit policies and procedures;
• proper grammar,…