Office Assistant (34 Hours/Week)

State of Connecticut - Department of Children & Families; Middletown (CT); On-site; USD 36,000 - 48,000; Part time

Job summary

The State of Connecticut, Department of Children and Families (DCF) invites applications for a part-time Office Assistant at Albert J. Solnit Children’s Center - South Campus in Middletown.

The role supports general clerical tasks, data entry, and correspondence in a state-run psychiatric facility for youth. Minimum qualifications include two years of general clerical work experience; high school diploma or GED required.

Qualifications

• Two years of general clerical work experience.
• College training may substitute for experience as stated (see substitutions).
• Experience with both paper and electronic records preferred.

Responsibilities

• Perform full range of general clerical duties per agency procedures.
• Type a variety of materials and maintain filing systems.
• Compose routine correspondence and answer inquiries from the public.
• Prepare and process documents, reports, and billing where required.
• Schedule and prioritize workflow; assist in maintaining calendars and deadlines.

Skills

Interpersonal skills

Oral & written communication

Arithmetic skills

Education

High school diploma / GED

Tools

Microsoft Office Suite (Outlook, Word, Excel, Access)

Job description

Are you a current State of CT employee? Check out this exciting opportunity to join our team as an Office Assistant and apply today!

The State of Connecticut, Department of Children and Families (DCF) – is accepting applications for a part-time Office Assistant position located at the�Albert J. Solnit Children’s Center -South�Campus.

POSITION HIGHLIGHTS

• LOCATION: Middletown
• SHIFT: First (part time)
• SCHEDULE: 34 hours per week, 34 hours - Mon-Thurs, 9am - 4:30pm, Fri 9am - 3:30pm |�Office/On-site
• NOTE: This position is open to current State of CT employees only.� Please see selection plan for additional details.

WHAT WE CAN OFFER YOU- As a current State employee you will receive the same excellent benefits you are accustom to.

• Visit our new State Employee Benefits Overview page!
• Work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers.
• Professional growth and development opportunities.
• A healthy work/life balance to all employees.

ABOUT US

Our 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. We comprise of a Central Office, fourteen area offices, two facilities, and the Wilderness School.

The South Campus is a state-administered Psychiatric facility for Connecticut’s children who are under the age of eighteen, located on a 67-acre campus overlooking the Connecticut River in Middletown, CT. The center provides comprehensive care to children and adolescents with severe mental illness and related behavior and emotional problems who cannot be safely assessed or treated in a less restrictive setting. The campus includes: Four coed hospital units, three female�adolescent Psychiatric Residential Treatment Facility cottages (PRTF), two schools, an indoor pool, playgrounds, ball field, two gyms, recreation rooms, and outdoor picnic area.

We hope you take this opportunity to continue your career with the State of Connecticut!

IMPORTANT: In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state 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.

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 working with both paper and electronic medical records
• Experience with Microsoft Office Suite- Outlook, Word, Excel, and Access
• Experience with time management and ability to prioritize multiple clerical tasks
• Experience handling and maintaining confidential information

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.

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.