Administrative Assistant; Hybrid

Position Highlights

• PCN 18578
• Full Time, 40 hours per week
• First (1st) shift
• Schedule:
  
  Monday through Friday 8:00 am - 4:30 pm (Regular Days off Saturday and Sunday)
• Flexibility is required to meet agency needs.

In this role, you will be entrusted to provide clerical support to the West Region Public Division, which oversees approximately 90 DDS individuals living in West Region Public Facilities, along with a public workforce of approximately 350 full and part time employees.

This position will be critical in developing and maintaining systems which organize a large volume of activities, including but not limited to:

• Correspondence with both internal administrators and community agencies involved in provision of services.
• Assisting in developing and updating policies and procedures.
• Coordinating the scheduling of meetings, maintenance of minutes and correspondences related to meetings.

• Visit our new State Employee Benefits Overview page!
• Professional growth and paid professional development opportunities.
• A healthy work-life balance for all employees.
• State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loan forgiveness after 10 years of service.

• TYPING: Using computers, tablets, and other electronic equipment, format and type a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; proofread for content; edit using knowledge of grammar, punctuation and spelling.
• FILING: Design office filing systems; organize and maintain files (including confidential files); maintain, update, and review reference materials and manuals.
• CORRESPONDENCE: Compose complex letters and/or memoranda, etc. for own or manager's signature.
• REPORT WRITING: Research and assemble information from a variety of sources and prepare statistical and/or narrative reports; analyze information and make recommendations.
• INTERPERSONAL: Act for manager by interpreting established policies and procedures; troubleshoot by relieving manager of as much administrative detail as possible; act for and regularly make decisions in manager's absence (within prescribed limits of authority).
• PROCESSING: Screen letters, memos, reports and other materials to determine action required; may make recommendations to supervisor.
• SECRETARY: Arrange and coordinate meetings (including space and equipment); research, assemble and coordinate meeting materials (e.g., charts, graphs, reports); write minutes of meetings, lectures, conferences, etc. from rough draft; take notes and/or meeting minutes; prepare expense accounts; make travel arrangements.
• OFFICE MANAGEMENT: Authorize purchases and payments (within prescribed limits of authority); develop input and prepare documentation for office and/or department budget; coordinate budget control and monitoring; develop office and/or department procedural manuals; assist in interviewing and hiring office support staff; train office support staff; may supervise office support staff.

• 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, speed writing or other methods 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 equaling one-half (1/2) year of experience to a maximum of two (2) years.

• Experience working in a setting supporting individuals with Intellectual Disabilities.
• Experience with planning and coordinating virtual and in-person meetings.
• Experience researching various sources to compile reports; data collection and data entry.
• Experience composing complex correspondence to internal and external stakeholders.
• Experience working independently using initiative and problem‑solving skills to complete projects on time with minimal supervision.
• Experience working with and supporting team members; as well as supervising staff in supportive roles.
• Experience working with Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint and Teams.

AN 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.