Transportation Supervisor's Assistant

State of Connecticut - DOT Bureau of Highway Operations; Waterbury (CT); On-site; USD 40,000 - 55,000; Full time

Job summary

State of Connecticut - DOT Bureau of Highway Operations in Waterbury seeks a Transportation Supervisor's Assistant to join District 4. The role supports garage operations, performs general clerical and maintenance tasks, and uses Word, Excel, and core-CT systems to keep records accurate and accessible.

You will handle data entry, filing, and communications with the public, balance multiple deadlines, and assist in emergencies or winter overtime as required. Residency within 30 miles is preferred.

Qualifications

• One year of general clerical work experience is preferred.
• Experience with Microsoft 365/Office applications.
• Ability to manage multiple tasks with accuracy and timeliness.

Responsibilities

• Type and process a variety of documents, memos and reports with accuracy.
• Enter and retrieve data on computer systems and maintain logs.
• Answer phones, direct visitors and handle routine information requests.
• Assist in office operations and maintenance tasks, including emergency support.

Skills

General clerical

Microsoft Office

Communication skills

Data entry

Tools

Microsoft Word/Excel

PeopleSoft (Core-CT)

STARS

Analytical Reporting Systems

Job description

Do you want to help shape the future of transportation in CT? If so, come make an impact by serving your State! The State of Connecticut, Department of Transportation (DOT), is now accepting applications for a Transportation Supervisor's Assistant position in District 4.

Position Highlights

• Schedule: Full-Time (40 Hour), First Shift (7:30 A.M. - 4:00 P.M.), Monday - Friday
• Location: Current opening in Waterbury, with potential future opportunities in Avon, Beacon Falls, Cornwall, Danbury, East Granby, Litchfield, New Milford, North Canaan, Southbury, Thomaston, Torrington, Waterbury, and Winsted!

What We Can Offer You

• Professional growth and development opportunities
• A healthy work/life balance to all employees
• Join an award winning agency! CTDOT has been 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!

The Role

This position is in a maintenance garage environment, in which you will:

• Assist in the operation of the garage by being accountable for and performing a full range of general clerical and maintenance assistance functions;
• Perform numerous office and recordkeeping duties that require preciseness, accuracy, and at many times a sense of urgency, as these duties directly relate to public safety;
• Use various computer software such as Microsoft Word, Excel, PeopleSoft (Core-CT), STARS, and Analytical Reporting Systems, extensively in your daily duties;
• Support an active office, which can be extremely busy at times with various emergencies and priorities occurring simultaneously and be expected to balance several deadlines and tasks while staying proactive to complete daily duties;
• Interact with and provide information to diverse populations verbally and in writing;
• Use interpersonal skills to communicate and work effectively with the public to address public safety concerns, important issues, and emergencies.

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.
• You are required to hold residency within 30 miles of the posted job locations.

About Us

As one of Connecticut’s largest State agencies, DOT employs approximately 3,300 individuals statewide in five distinct bureaus. It is the DOT's mission to improve quality of life through transportation. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving environmental and cultural resources. The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged.

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 in the operation of a Department of Transportation garage.

Examples of Duties

• Types a variety of materials from rough copy or electronic recording device including correspondence, memos, reports, forms, applications, bills and other documents and records with speed and accuracy;
• Reviews and corrects drafts for conformance with originals;
• Enters and retrieves data on personal computers and computer terminals;
• Maintains logs;
• Sets up and maintains records and files according to established procedures;
• Searches files for information;
• Prepares and sends out standard form letters making minor revisions or additions;
• Compiles information from standard sources and prepares reports;
• Answers phone, transfers calls and takes messages;
• Receives and directs visitors;
• Handles routine requests for information, procedural guidelines or assistance over the telephone or in person;
• Receives, sorts and distributes mail;
• Performs a variety of basic processing tasks (e.g., sorts, numbers, codes and files materials);
• Reviews materials for accuracy and completeness (ensures categorical information is completed as required);
• Makes changes per instructions or as authorized;
• Verifies information through cross-referencing of existing computer and/or manual files or inquiries by phone or form letter to sender or other work units;
• Does routine posting to ledgers, account books or other records;
• Types and prepares purchase requisitions, orders or billing invoices according to established procedures;
• Assists in or maintains inventory and orders supplies;
• Codes equipment repair work orders in the fleet management system;
• Takes minutes at meetings and fact-findings;
• Manually checks heating fuel tanks;
• Performs meter reading of facility gas tanks;
• Performs snow removal around facility and gas tanks;
• Operates and monitors radio communications;
• Performs general facility maintenance including sweeping and cleaning restrooms;
• May assist in coordinating and/or dispatching appropriate personnel for emergency situations;
• 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; spelling, punctuation and grammar;

Skills: interpersonal skill; oral and written communication skills; in performing arithmetical computations;

Ability to operate office equipment which includes computers, tablets and other electronic equipment; perform basic clerical tasks; perform basic maintenance tasks.

Minimum Qualifications - General Experience

One (1) year of general clerical work experience.

Minimum Qualifications - Substitutions Allowed

One (1) year 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 utilizing Microsoft 365 suite for a variety of clerical and office tasks, to include typing and editing documents.
• Experience conducting recordkeeping.
• Experience reviewing, inputting, and processing payroll.
• Experience prioritizing work, multi-tasking, and meeting time-sensitive deadlines.
• Experience answering phone calls and taking and fielding messages.
• Experience sorting and filing materials.
• Experience sending and fielding emails, scheduling meetings with Microsoft Outlook.

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.