Transportation Manager's Assistant (40 Hour)

State of Connecticut - DOT Bureau of Highway Operations; Vernon (CT); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Professional growth

Work-life balance

Award-winning agency

Job summary

State of Connecticut - DOT Bureau of Highway Operations is seeking a Transportation Manager's Assistant at the Vernon Maintenance Facility to perform full clerical and maintenance support functions in a garage environment.

The role entails handling electronic records, coordinating reports, and assisting in office operations while coordinating with public safety partners and maintaining multiple deadlines in a fast-paced setting.

Qualifications

• Perform office and recordkeeping duties critical to public safety.
• Balance deadlines and proactively complete daily duties.
• Interact with the public and provide information verbally and in writing.

Responsibilities

• Type a variety of materials and maintain filing systems.
• Enter and retrieve data on computers and terminals.
• Set up and maintain office procedures and forms.
• Prepare payment lists and billing invoices.
• Code maintenance and fleet-related records in the system.
• May lead lower level staff in clerical tasks.

Skills

Interpersonal skills

Public interaction

Clerical skills

Tools

Microsoft Word

Microsoft Excel

PeopleSoft

CORE

STARS

Analytical reporting systems

Job description

Introduction

Are you a self-motivated professional who excels at multitasking, and performing clerical and payroll duties? Are you a current DOT employee? If so, read below and apply today! The State of Connecticut Department of Transportation (DOT), is accepting applications from qualified DOT employees for the position of Transportation Manager's Assistant at the DOT Vernon Maintenance Facility.

WHAT WE CAN OFFER YOU

• Our State Employee Benefits Overview page!
• Professional growth and development opportunities.
• A healthy work/life balance to all employees.
• Working for an award winning agency! CTDOT was recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE) and named the Women's Transportation Seminar (WTS) CT Employer of the Year for 2024!

POSITION HIGHLIGHTS

• Monday - Friday
• Full Time, 40 hours per week
• First Shift, 7:30 am to 4 pm
• Office/On-site

THE ROLE

The Transportation Manager's Assistant position is in a garage environment, assisting in the operations of maintenance garages by being accountable for and performing a full range of general clerical and maintenance assistance functions. Responsibilities of this position include:

• Perform numerous office and recordkeeping duties that require accurate results as these duties directly relate to public safety.
• Work with public safety to address important issues.
• Use various computer software such as Microsoft Word, Excel, PeopleSoft, and analytical reporting systems.
• Use the State’s CORE and STARS systems often.
• Balance several deadlines and tasks while staying proactive to complete daily duties.
• Support an active office with emergencies happening simultaneously.
• Use interpersonal skills to work with the public.
• The garage can be busy at times with various events happening at once. During these times, you will interact with and provide information to diverse populations verbally and in writing.

POSITION REQUIREMENTS

Selected candidate must be willing to commit and accept assignment to emergency duties, including mandatory winter overtime. (November 1 through April 30, whenever your services are needed). Out of State vacations will not be approved during this time.

Various storm events will require you to stay at work for the duration of the storm, which at times can be up to a period of several days, to include holidays and weekends.

Incumbent is required to hold residency within 30 miles of the posted job location.

ABOUT US

As one of Connecticut’s largest State agencies, DOT employs approximately 3,300 individuals statewide in five bureaus. CTDOT is guided by its mission to improve lives through transportation. Our infrastructure and transit systems are essential to the safety and mobility of Connecticut residents, and our work strengthens both economic and community development. CTDOT is committed to fostering a workforce that reflects the communities it serves, and individuals with broad-ranging backgrounds and life experiences are encouraged to apply.

Learn more about our mission, vision, and values!

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.

BEFORE YOU APPLY:

Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.

Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below by the closing date on the job posting.

Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.

Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.

Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing [e-mail].

Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

AFTER YOU APPLY:

Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your Personal Status Board regularly. For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select "Update My Contact Information."

Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).

Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression!

Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at www.ct.gov/ethics.

This employer may participate in E-Verify and will provide the federal government with your form I-9 information to confirm work authorization.

QUESTIONS? WE’RE HERE TO HELP:

Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Jasmyn Raymond at [e-mail].

Purpose of Job Class (Nature of Work)

In the Department of Transportation this class is accountable for performing a full range of general clerical and general maintenance assistance functions for the Transportation Maintenance Manager and coordinating the reports, records, correspondence and other maintenance related information received from maintenance facilities.

Examples of Duties

• Types a variety of materials in relation to other duties or as assigned;
• Enters and retrieves data on personal computers and computer terminals;
• Sets up and maintains office procedures, filing and indexing systems and forms for own use;
• Composes routine correspondence;
• Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format);
• Provides general information and referral services in response to citizen complaints or questions regarding the agency's services or authority;
• Responds to inquiries from other work units or departments/agencies;
• Applies agency policies and state statutes and regulations in responding to requests for procedural assistance;
• Maintains calendars of due dates and initiates recurring work or special clerical and/or maintenance 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 phone or form letter;
• Processes purchase requisitions or purchase orders for subsequent action;
• Prepares payment lists and billing invoices;
• Codes equipment repair work orders in the fleet management system;
• Takes minutes at meetings and fact-findings;
• Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders;
• Maintains inventory and orders supplies;
• Uses a variety of automated equipment to perform job functions;
• Coordinates daily and monthly activity reports between garages within a section;
• Assists Transportation Maintenance Manager with handling of complaints, special requests and local maintenance issues;
• Monitors balances of salt, sand and de-icing chemicals;
• Schedules preconstruction meetings;
• Operates radio communications equipment;
• Perform snow removal around facility and gas tanks;
• May lead lower level employees in carrying out assigned clerical and/or maintenance functions;
• May distribute mail;
• May mow and perform general maintenance functions around facility;
• May assist stores section with material handling;
• Performs related duties as required.

Knowledge, Skill and Ability

Knowledge of general office systems and procedures; Skills interpersonal skills; oral and written communication skills; in performing arithmetical computations; Ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment; schedule and prioritize workflow; read and interpret complex instructions; perform basic maintenance tasks.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

Two (2) years of general maintenance support experience that includes a substantial portion of time on related clerical duties such as described in the Examples of Duties section may be substituted for the General Experience.

PREFERRED QUALIFICATIONS

Experience with the State’s (CT) CORE and STARS systems. Experience with project recordkeeping. Experience preparing purchase requisitions and receiving reports. Experience with change orders. Experience with Microsoft Office applications. Experience with various storm reports. Experience with Federal Emergency Management Agency (FEMA) documentation.

SPECIAL REQUIREMENTS

Incumbents in this class must be willing to accept assignment to emergency duties, including snow and ice removal maintenance and/or office support whenever their services are required.

PHYSICAL REQUIREMENTS

Incumbents in this class must have sufficient strength, stamina, physical agility and visual and auditory acuity and must maintain such physical fitness in order to perform the duties of the class. A physical examination may be required.

WORKING CONDITIONS

Incumbents in this class are exposed to extremes of weather conditions, occasionally to lifting of moderate weights, to poison ivy, insect bites and allergy irritants during summer months and to loud and potentially dangerous machinery.

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.