Administrative Assistant #260817-3591CL-001

State of Connecticut; Hartford (CT); Hybrid; USD 40,000 - 58,000; Full time

Job summary

The State of Connecticut's Department of Administrative Services seeks an Administrative Assistant to support procurement operations in a fast-paced environment. The role emphasizes accuracy, detail, and professional communication while providing crucial office and secretarial functions.

The position offers a hybrid work arrangement with in-office and telework components, a Monday–Friday schedule, and opportunities for professional development within a central Hartford location.

Qualifications

• 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 equalling one-half year of experience to a maximum of two years.
• Experience proofreading documents to ensure accuracy.
• Experience managing projects with competing deadlines prioritizing workflow.

Responsibilities

• Performs complex office administrative duties and secretarial support for a major program.
• Arranges and coordinates meetings (including space and equipment); takes minutes.
• Maintains office filing systems and budget documentation; handles purchases within authority.
• Produces correspondence, reports, and travel arrangements.
• Trains and may supervise office staff and supports in interviewing staff.

Skills

Office administration

Interpersonal skills

Oral and written communication

Education

Secretarial sciences education

Tools

Microsoft Office Suite

Microsoft Teams

Job description

Introduction

Are you a dedicated and hardworking professional equipped with a variety of people, analytical, and technical skills? Is communication one of your strengths?

If you enjoy helping others and are a stickler for details, this opportunity could be a great fit!

The State of Connecticut, Department of Administrative Services (DAS), Procurement Unit has an exciting opportunity for you to join us as an Administrative Assistant.

What We Offer

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

POSITION HIGHLIGHTS

• Full time, 40 hours per week
• Monday through Friday schedule
• First shift hours
• Hybrid schedule- combination of in office and telework in accordance with the Telework Policy.
• Central Office located at 450 Columbus Blvd in Hartford, CT, with modern amenities and easy access to all major highways

THE ROLE

The Procurement team works with customers and team members to understand their needs and expectations. We promote learning, creativity, and improvement to meet those needs and adapt to an ever-changing environment. We value respect, integrity, excellence, diversity, and inclusion, and seek team members who share those values.

About Us

DAS is a state agency whose mission is to provide efficient and effective administrative services to state agencies, departments and other governmental entities. DAS leads procurement, information technology, human resources, and other administrative functions. We deliver value-added procurement programs and services by creating efficiencies introducing smart technologies, and providing collaboration and strategic leadership while acting with integrity. If this mission assigns with your characteristics and career goals this could be role you've been searching for! We love to continuously improve customer service and business processes, fostering, and sustaining a strong work environment, strong staff performance, and accountability while strategically aligning our resources.

Watch the video below to see what it's like to be a State of CT employee!

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

Performs the most complex office administrative duties as described in the following areas:

• 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.

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;
• 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, 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 proofreading documents to ensure accuracy.
• Experience managing projects with competing deadlines prioritizing workflow.
• Experience providing support services to all levels of the organization and external stakeholders.
• Experience with Microsoft Office Suite, including 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.