Administrative Assistant

State of Connecticut - Department of Agriculture; Hartford (CT); Hybrid; USD 42,000 - 56,000; Full time

Job summary

The State of Connecticut - Department of Agriculture is seeking an Administrative Assistant within the Bureau of Regulatory Services in Hartford to provide essential office support to the Bureau Director, Assistant Director, and field staff.

You will draft and proofread regulatory documents, organize records, coordinate meetings and travel, handle inquiries, manage invoices, and assist with data reporting and FOI responses, contributing to efficient operations and regulatory programs.

Qualifications

• Four years of administrative experience above routine clerical work.
• One year of General Experience as a Secretary 2 or equivalent.
• College training in secretarial sciences may substitute for General Experience (15 semester hours = 0.5 year; max 2 years).

Responsibilities

• Format and proofread letters, reports, and official documents.
• Coordinate schedules, meetings, and travel arrangements.
• Design and maintain filing systems, including confidential files.
• Prepare meeting minutes and notes; assist with budget and expenses.
• Respond to inquiries and support FOI requests and customer service.

Skills

Typing

Filing

Correspondence

Report writing

Interpersonal skills

Office management

Tools

Microsoft Office 365

SharePoint

Job description

Introduction

Are you a current employee of the Dept. of Agriculture looking for the next step in your career? If so, read below.

CONTINUE TO ENJOY

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

POSITION HIGHLIGHTS

• Monday - Friday
• Full Time, 40 hours per week
• First Shift, 8:00 am to 4:30 pm
• Location: Dept. of Agriculture Headquarters, 450 Columbus Blvd in Hartford, CT
• This position is eligible to apply for telework, in accordance with the Telework Policy. Learn more about the Telework Policy.

THE ROLE

The Bureau of Regulatory Services oversees statewide animal health programs, inspections, regulatory compliance, statutory documentation, and emergency response activities. The Administrative Assistant provides essential administrative and technical support to the Bureau Director, Assistant Director, State Veterinarian, inspectors, and program technicians.

• Draft, edit, format, and proofread bureau documents, including regulatory orders, letters, reports, meeting agendas, and official correspondence.
• Organize, retain, and manage digital and physical records, including SharePoint structure, document naming, and AMIRS digitization.
• Coordinate schedules, meetings, inspections, travel arrangements, and logistics for bureau leadership and field staff.
• Serve as front-line communication support for public inquiries, veterinarians, municipalities, and stakeholders.
• Manage supply procurement, inventory tracking, ordering of testing materials, and processing of invoices and reimbursements.
• Assist with data compilation, statistical reporting, and preparation of charts, summaries, and bureau performance metrics.
• Support FOI responses, dog tag program functions, program SOPs, and internal policy development.
• Provide organizational and technical support for bureau-wide projects such as website modernization, SharePoint cleanup, and AMIRS record management.

ABOUT US

Department of Agriculture’s (DoAg) mission is to foster a healthy economic, environmental, and social climate for agriculture by developing, promoting, and regulating agricultural businesses; protecting agricultural and aquacultural resources; enforcing laws pertaining to public health, animal health and animal care; and promoting an understanding among the state’s citizens of the diversity of Connecticut’s agriculture, its cultural heritage, and its contribution to the state’s economy. DoAg provides public benefits by empowering its three bureaus to promote and protect Connecticut Agriculture.

Selection Plan

In order to be considered for this job opening you must be a current State of CT employee of the agency listed above for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.

This employer may participate in E-Verify and will provide the federal government with your form I-9 information to confirm work authorization.

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 Duties

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.

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;
• interpersonal skills;
• oral and written communication skills;
• 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 Experience

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

Minimum Qualifications - Special Experience

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

Minimum Qualifications - Substitutions Allowed

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.

Preferred Qualifications

• Experience creating, editing, or managing official documents, records, or correspondence.
• Experience coordinating schedules, meetings, or travel logistics.
• Experience ordering supplies, tracking inventory, or processing financial transactions (e.g., invoices, reimbursements).
• Experience providing customer service or handling inquiries from the public or external stakeholders.
• Experience using Microsoft Office 365 tools (e.g., Outlook, Word, Excel) and file management systems.

Conclusion

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.