Administrative Assistant

JobAps; New Haven (CT); On-site; USD 50,000 - 58,000; Full time

Benefits offered by this job

Paid vacation

Paid sick days

Paid holidays

Medical & Dental benefits

Job summary

The City of New Haven is seeking an entry-level administrative support position that helps keep offices running smoothly. You will assist directors and staff, enter and manage data, and prepare routine documents with accuracy.

This role offers exposure to public administration, opportunity for skill development, and a path toward greater responsibility within a governmental setting.

Qualifications

• Graduation from a high school, which may be supplemented by college level courses relevant to the job duties performed by this position.
• At least 2 years of experience with administrative work as described in the duties of this position.
• Any equivalent combination of training and experience that provides the knowledge, skills, and abilities.

Responsibilities

• Greets and assists visitors; answers and screens phone calls. Routes visitors and callers to the appropriate party.
• Handles mail and may arrange appointments or meetings for directors or department staff.
• Uses computers to generate correspondence, reports, spreadsheets, and other documents for efficient operation.
• Maintains electronic and paper records and retrieves data to produce reports and conduct research.
• Maintains professional communication and protects confidential information per procedures.

Skills

Office systems

MS Word

MS Excel

Outlook

Communication

Time management

Education

High school graduate

Relevant college coursework

Tools

MSWord

MSExcel

Outlook

Job description

Introduction

This entry-level position with the City is an excellent job opportunity for those just starting their career or seeking to transition into the public sector. This role can offer stability, skill development, networking, and potential for career growth. Working within a governmental entity provides insight into public administration, policy-making processes, and governance. This exposure can be both intellectually stimulating and rewarding for individuals interested in public affairs. Working for the City allows you to make a direct impact on the community you live in or serve. We look forward to you joining our team!

PRIMARY FUNCTIONS

This position is responsible for providing administrative support in the operation of an office or department. Through skilled clerical, secretarial, and administrative work, incumbent supports directors, managers and other department employees in a variety of administrative or program assignments.Work typically includes reception; utilizing computers to: enter/maintain data, produce correspondence or other materials, and process electronic or paper forms/information; and record keeping. The variety of work may differ among departments where this position is utilized.Work performed requires a high degree of accuracy, the ability to meet time schedules and/or deadlines and, at times, the responsibility to maintain confidential/sensitive information.Work is performed with a degree of independence according to general or specific instructions and at times may be self-initiated.Depending on department where assigned, position may report to a department head, director or designee.

TYPICAL DUTIES AND RESPONSIBILITIES

Greets and assists visitors; answers and screens phone calls. Routes visitors and callers to the appropriate party.Handles and routes mail, depending on assigned department may arrange appointments, meetings, and/or conferences for director(s) or others in the department.Handles routine requests for information, procedural guidelines or assistance over the telephone or in person. Gives information to other divisions and the public requiring knowledge of departmental rules, regulations, and procedures. May assist in resolving administrative problems as assigned.Maintain polite and professional communication via phone, email and all other forms of correspondence.Uses computers and/or other standard office equipment to generate items such as but not limited to correspondence, reports, spreadsheets, presentations and/or other documents required to provide administrative support and efficient operation of the office.Uses computers to compile and/or perform data entry. Retrieves data to produce reports, perform audits and/or to conduct research.Creates and/or maintains electronic and/or paper records and files according to established procedures. Searches files for information. May maintain less complex accounting, financial, and cost records where no technical knowledge is required. May handle personnel records.Depending on assigned department may handle financial and, purchasing functions, payroll functions, and expenditure functions.Depending on assigned department prepares payroll, vouchers, requisitions, and purchase orders. Performs routine posting to ledgers, account books or other records. Assists in or maintains inventory and orders supplies.Depending on assigned department may assist in planning, preparing, and coordinating the preparation of capital and operating budgets, including analysis of budget requests.Depending on assigned department may arrange and schedule preparations for meetings of a Board or Commission and may act as recording secretary.Performs related work as required.

EDUCATION, QUALIFICATIONS & EXPERIENCE

Graduation from a high school, which may be supplemented by college level courses relevant to the job duties performed by this position; and at least 2 years of experience with administrative work such as described in the duties of this position; or any equivalent combination of training and experience that provides the following knowledge, skills, and abilities:

KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES

Considerable knowledge of modern office systems, practices and procedures.Computer literacy skills, including knowledge of Microsoft Office Suite programs, primarily MSWord MSExcel, and Outlook.Considerable knowledge of business English, spelling and arithmetic.Ability to maintain record systems and to assemble and prepare reports from such records.Ability to effectively express ideas orally and in writing as well as to understand and follow oral and written instructions.Ability to establish and maintain effective working relationships with other employees and the public.Ability to research, assimilate data and present findings orally and in readable narrative form when necessary.Ability to be professional, polite, attentive and accurate.Ability to be organized, manage time to meet deadlines, anticipate needs, be detail oriented and resourceful.

SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT

This is a 'General Fund,' tested position.This position is included in a collective bargaining agreement with Local 884, American Federation of State, County and Municipal Employees. Bargaining agreements are available to review HERE.* Internal candidates may be eligible for salary within Range 9 ($49,950 - $58,014) per applicable bargaining agreement language.Benefit InformationEmployees become eligible to participate in the Medical & Dental benefit plan provided for members of Local 884. Employees may elect a medical plan including prescription drug and dental coverage, for which employees must contribute a portion of the premium cost. Benefit information can be found online HERE, under the Local 884 Clerical & Technical banner.Eligible employees receive paid vacation, paid sick days, paid personal days, and paid holidays.Term Life Insurance of $20,000 is provided at no cost to the employee.Short-Term Disability coverage is also provided at no cost to the employee.General Funded hires into this class are not covered by Social Security and will not pay Social Security taxes. They instead participate in the City Pension; the employee contribution rate is 9% of pay.The City of New Haven does not sponsor employment visas. All applicants must have current authorization to work in the U.S. without employer-sponsored visa support.Employment is contingent upon the successful completion of: (1) an pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City’s Drug Free Workplace Policy**, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.**Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, whicThis is a 'General Fund,' tested position.This position is included in a collective bargaining agreement with Local 884, American Federation of State, County and Municipal Employees. Bargaining agreements are available to review HERE.Benefit InformationEmployees become eligible to participate in the Medical & Dental benefit plan provided for members of Local 884. Employees may elect a medical plan including prescription drug and dental coverage, for which employees must contribute a portion of the premium cost. Benefit information can be found online HERE, under the Local 884 Clerical & Technical banner.Eligible employees receive paid vacation, paid sick days, paid personal days, and paid holidays.Term Life Insurance of $20,000 is provided at no cost to the employee.Short-Term Disability coverage is also provided at no cost to the employee.General Funded hires into this class are not covered by Social Security and will not pay Social Security taxes. They instead participate in the City Pension; the employee contribution rate is 9% of pay.The City of New Haven does not sponsor employment visas. All applicants must have current authorization to work in the U.S. without employer-sponsored visa support.Employment is contingent upon the successful completion of: (1) an pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City’s Drug Free Workplace Policy**, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana.