Administrative Assistant (Office/On-site)

CT; Hartford (CT); On-site; USD 40,000 - 60,000; Full time

Job summary

The Department of Children and Families (DCF) in Hartford, CT is seeking a full-time Administrative Assistant to provide office support to the Division of Fiscal Services. The role emphasizes detail orientation, scheduling, document preparation, and confidential handling of information.

The successful candidate will manage a variety of clerical tasks, coordinate meetings, prepare reports, and assist with budgeting and purchasing.

Qualifications

• Four (4) years of experience in office support or secretarial work.
• One (1) year as a Secretary 2 or equivalent.
• College training in secretarial sciences may substitute for experience (15 semester hours = 0.5 year, max 2 years).
• Proficiency with Microsoft Office (Word, Excel, Teams) and data management.
• Strong written and verbal communication and organization skills.

Responsibilities

• Performs complex office administrative duties for the division.
• Prepares and formats letters, reports, and meeting materials.
• Coordinates meetings, minutes, travel arrangements.
• Assists in budgeting, purchasing, and office operations.

Skills

Office administration

Interpersonal skills

Attention to detail

Education

College coursework in secretarial sciences

Tools

Microsoft Office Suite (Word, Excel, Teams)

Job description

Introduction

The State of Connecticut, Department of Children and Families (DCF) – is accepting applications for one (1) full-time Administrative Assistant position in Hartford, CT. DCF’s mission is to partner with communities and empower families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce, who strive daily to meet the needs of those we encounter. DCF is comprised of a Central Office, fourteen area offices, two twenty‑four facilities, and the Wilderness School. As part of this dynamic group, the Administrative Assistant will support a team of fiscal professionals. Successful candidates will have strong attention to detail and the ability to work on various assignments simultaneously. The position is in our Department’s Division of Fiscal Services located at Central Office, 505 Hudson Street, Hartford, CT. This position is open to current State Employees. The Fiscal Services Division supports a budget of $800 million dollars, 3,000 employees and fourteen regional offices; two (2) 24‑hour facilities and the Wilderness School. The successful candidate will report to the Chief of Fiscal/Administrative Services.

Position Highlights

• Only current employees of the State of Connecticut will be considered for this role.
• Location: 505 Hudson Street, Hartford, CT
• Full-time | 40 hours per week
• Monday - Friday | 8:30 am – 5:00 pm
• Occasional statewide travel for meetings, training and other activities is required.

What We Can Offer You

• Professional growth and paid professional development opportunities.
• A healthy work‑life balance to all employees!
• The State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service.

Why Join DCF?

We are an ambitious team dedicated to making a difference, engaging in meaningful work that positively impacts children and families. Together, we collaborate with a diverse group of professionals and community partners, encouraging connections that drive success. We benefit from professional growth opportunities and a nurturing work environment that supports our development. As a forward‑thinking organization, we value innovation and excellence, striving to make a lasting impact in everything we do.

We hope you take this opportunity to join our team and continue serving your state!

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

• Proficiency with Microsoft Office (Word, Excel, Teams), including data management, pivot tables, scheduling meetings, and document sharing.
• Experience with written and verbal communication skills including in person, phone, virtual, and email interactions.
• Experience with organizing, and prioritizing assignments, including problem solving to complete projects efficiently.
• Experience coordinating office operations, including budgeting, purchasing, and general office management.
• Experience with handling confidential information and fielding inquiries on behalf of leadership.

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.