Office Assistant (Hybrid)

State of Connecticut - Department of Children & Families; Hartford (CT); Hybrid; USD 42,000 - 54,000; Full time

Job summary

The State of Connecticut, Department of Children and Families seeks an Office Assistant to support Child Protection Social Workers and families. This full-time, hybrid role involves clerical, administrative, and receptionist duties, data entry, filing, scheduling, and handling inquiries from staff and the public.

You will contribute to daily operations in a fast-paced office, maintain accurate records, and coordinate office procedures while delivering professional, courteous service.

Qualifications

• Two years of general clerical work experience.
• College coursework may substitute for experience (15 college hours = 1/2 year).
• Experience with Microsoft Office including Outlook and Word preferred.
• Strong communication and proofreading skills advantageous.
• Experience in a multi-faceted, high-volume office with reception duties.

Responsibilities

• Performs general clerical duties including typing, data entry, filing and correspondence.
• Compiles routine reports and maintains calendars and office procedures.
• Responds to inquiries from staff, partner agencies and the public.
• Operates office equipment and uses electronic systems to manage documents and records.

Skills

Typing

Filing

Correspondence

Report writing

Interpersonal skills

Oral and written communication

Calendar management

Office equipment operation

Reading instructions

Education

College coursework substitutions

Tools

Microsoft Office (Outlook & Word)

Job description

Introduction

Are you a clerical professional with two (2) years of general clerical experience?� If so, we invite you to take this opportunity to join our team! The State of Connecticut, Department of Children and Families (DCF) – is accepting applications for two (2) current full-time Office Assistant vacancies in New Britain and Hartford, and anticipated vacancies in Manchester and Meriden, CT.

Join the dedicated team at the Connecticut Department of Children and Families as an Office Assistant and play an important role in supporting Child Protection Social Workers and the families they serve. This position offers the opportunity to contribute to the daily operations of a fast-paced office environment by providing essential clerical, administrative, and receptionist support while serving as a welcoming and professional point of contact for the public.

The Office Assistant performs a wide range of general clerical and administrative functions, including typing and data entry, maintaining filing and indexing systems, preparing correspondence and reports, processing documents and financial records, managing calendars and office procedures, and responding to inquiries from staff, partner agencies, and the public. This role also requires strong organizational skills, attention to detail, sound judgment, and the ability to work effectively with a variety of electronic systems and office equipment.

The ideal candidate will demonstrate professionalism, excellent communication and interpersonal skills, and the ability to manage multiple priorities while supporting the mission of protecting and strengthening children and families throughout Connecticut.

Position Highlights

Full-time | Hybrid | 40 hours per week

Monday – Friday | 8:00 am – 5:00 pm

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.

We believe that

Children and adolescents with serious emotional disorders can lead productive and satisfying lives.

Children, youth and their families have the right and responsibility to participate in their treatment.

No child will be refused treatment based on their ability to pay for services.

Our services work best when integrated with community care.

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;
• interpersonal skills;
• oral and written communication skills;
• performing arithmetical computations;
• 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 with written and verbal communication within an office setting/environment.
• Experience with proofreading for detail and accuracy.
• Extensive experience in Microsoft Office including Outlook and Word.
• Experience in interpersonal customer service.
• Experience working in a multi-faceted, high volume work environment with reception duties.

Special Requirements

Incumbents may 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.