Office Assistant

State of Connecticut - Office of the State Treasurer; Hartford (CT); On-site; USD 38,000 - 46,000; Full time

Job summary

The State of Connecticut, Office of the Treasurer, is seeking a full-time Office Assistant to support the Management Services Division in Hartford. This role emphasizes clerical duties, data processing, and coordinating administrative tasks in a fast-paced government office.

Responsibilities include typing, filing, correspondence, report generation, and assisting with procurement and payment processes. Strong interpersonal and communication skills are essential to handle inquiries and maintain

Qualifications

• Two years of general clerical work experience required.
• College training may substitute for experience at a rate of 15 semester hours per 6 months of experience.
• Experience with Core-CT and coordinating purchase requests is preferred.

Responsibilities

• Perform a full range of general clerical duties including typing, filing, correspondence, and report preparation.
• Maintain calendars, process documents, and verify information for accuracy and completeness.
• Prepare payment lists, billing invoices, and manage shipments against purchase orders.
• Respond to inquiries, provide information, and support office operations.

Skills

General clerical

Interpersonal skills

Oral and written communication

Arithmetic computations

Office equipment operation

Education

High school diploma or GED

Tools

FedEx online system

Core-CT (procurement/purchasing)

Job description

Introduction

The State of Connecticut, Office of the State Treasurer (OTT) is recruiting for a full-time Office Assistant to support the Management Services Division.

What We Can Offer You:

• Professional growth and development opportunities.
• A healthy work-life balance to all employees!

Position Highlights:

• Full-Time, 40 hours per week�
• Monday - Friday�
• Centrally located in Hartford, CT
• Dedicated, off street parking
• Conveniently located in downtown Hartford, close to major highways
• NOTE:� The Special Requirement referenced below is not applicable to this position

About Us:

The Office of the Treasurer exists to provide and ensure effective financial management of public resources, high standards of professionalism and integrity, and expanding opportunity for State of Connecticut residents and businesses.

About the Department:

The Management Services Division is responsible for the central management and operations of the Office of the Treasurer including financial reporting, administrative, and support functions.

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.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for independently performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

EXAMPLES OF DUTIES

Performs the full range of general clerical duties as described in the following areas:

TYPING:

• Types a variety of materials in relation to other duties or as assigned;
• Enters and retrieves data on computers, tablets, and other electronic equipment.

FILING:

• Sets up and maintains office procedures, filing and indexing systems and forms for own use.

CORRESPONDENCE:

• Composes routine correspondence.

REPORT WRITING:

• Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).

INTERPERSONAL:

• Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority;
• Responds to inquiries from other work units or departments/agencies;
• Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance;
• May lead lower level employees in carrying out assigned clerical functions.

PROCESSING:

• Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly;
• Processes a variety of documents in determining routine case status;
• Exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by correspondence;
• Processes purchase requisitions/purchase orders for subsequent action;
• Prepares payment lists and billing invoices;
• Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders;
• Maintains files, journals or account ledgers by posting credits, expenditures, interest, etc.;
• Figures payments, costs, discounts and adjustments using prescribed methods and formulas;
• Receives monies in various forms such as cash, checks and money orders and prepares for deposit;
• Maintains inventory and orders supplies;
• Uses a variety of electronic equipment to perform job functions.
• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Knowledge of office systems and procedures including proper telephone usage and filing; Skills interpersonal skills; oral and written communication skills; performing arithmetical computations; Ability to perform a full range of clerical tasks; operate office equipment which includes computers, tablets, and other electronic equipment; operate office suite software; schedule and prioritize workflow; read and interpret complex instructions.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of�general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one/half (1/2) year of experience to a maximum of two (2) years.

PREFERRED QUALIFICATIONS

• Experience creating purchase requisitions in Core-CT.
• Experience creating labels for certified and express mail using FedEx online system.
• Experience receiving goods and verifying shipments against original purchase orders.
• Experience ordering and maintaining office supplies for the agency.

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

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.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.