Transportation Supervisor's Assistant (40 Hour) Office/On-site #260911-8765FM-001

State of Connecticut; Canterbury (CT); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Professional growth opportunities

Work-life balance

Employer recognition awards

Job summary

The State of Connecticut Department of Transportation, East Hampton Maintenance Facility, is seeking a detail-oriented Transportation Supervisor’s Assistant to provide administrative, operational, and customer-service support in a fast-paced garage environment.

This full-time role requires strong computer skills, accuracy, and the ability to prioritize during emergencies, with responsibilities including dispatching, payroll entry, document preparation, and maintaining project records for federal

Qualifications

• One year of general clerical work experience.
• Experience with Microsoft Outlook; sending and fielding emails and scheduling meetings.
• Payroll experience and recordkeeping/cost accounting experience.
• Ability to prioritize work, multitask and meet deadlines.
• Experience answering phones, dispatching calls, and handling public inquiries.

Responsibilities

• Monitor and dispatch personnel for roadway emergencies and public complaints.
• Prepare minutes, fact-finding reports, correspondence, and documents.
• Enter employee payroll in Core system.
• Prepare purchase requisitions, orders and billing invoices.
• Maintain detailed records for Federal, State, and FEMA projects.
• Manage inventory and supplies.
• Record vehicle and equipment mileage in the STARS system.

Skills

Interpersonal skills

Oral & written communication

Multitasking

Time management

Clerical skills

Tools

STARS system

Microsoft Outlook

Microsoft Excel

Microsoft Word

Job description

The State of Connecticut , Department of Transportation , Bureau of Highway Operations is seeking a detail-oriented, highly motivated Transportation Supervisor’s Assistant to support daily operations at the East Hampton Maintenance Facility. This critical role provides administrative, operational, and customer-service support that directly contributes to public safety and the effective functioning of a DOT maintenance garage. While the immediate vacancy is in the East Hampton Garage, applications from this recruitment may be used to fill future openings in Canterbury, Putnam, Pomfret, Mansfield, East Hampton, and Colchester.

What We Can Offer You

• Visit our State Employee Benefits Overview page!
• 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!

Position Details

• Full-time, 40 hours/week
• Monday-Friday
• 7:30 AM to 4:00 PM

Position Responsibilities

As a Transportation Supervisor’s Assistant, you will perform a wide range of administrative, clerical, operational, and customer-service functions in a fast-paced garage office environment. Duties include:

• Monitoring and dispatching personnel in response to roadway emergencies and public complaints
• Preparing minutes, fact-finding reports, correspondence, and other documents
• Entering employee payroll in the State’s Core system
• Preparing purchase requisitions, purchase orders, and billing invoices
• Maintaining detailed records for Federal, State, and FEMA projects
• Managing inventory and supplies
• Recording vehicle and equipment mileage and usage in the STARS system

You will also respond to calls from the public, municipalities, and other state agencies regarding roadway or traffic concerns. Additional facility-support tasks include checking heating fuel tanks, performing gas meter readings, assisting with snow removal, and completing general cleaning duties such as sweeping and restroom maintenance.

Success in this role requires the ability to prioritize effectively during frequent emergencies and competing demands, maintain high accuracy due to the public-safety nature of the work, and demonstrate strong computer skills (Word, Excel, Outlook, Core, STARS). Strong interpersonal skills and comfort interacting with the public in fast-moving situations are essential.

Winter & Emergency Requirements

This is an essential employee position with significant storm-related and emergency responsibilities. Residency within 30 miles of the posted job locations is required.

• Mandatory overtime from November 1-April 30 for snow and ice operations
• No extended or out-of-state vacations approved during this period
• Employees may be required to remain on-site for the full duration of storm events—sometimes several days
• Must report to work during holiday storms (e.g., Christmas, New Year’s Eve)
• Additional emergency response required for hurricanes, windstorms, and other non-winter events
• Some locations may implement pre-planned overtime based on operational needs

Additional Information

• Pre-employment physical and work assessment required
• Strict attendance and sick-leave policy enforced, with close monitoring for patterns of abuse
• Candidates must demonstrate initiative, the ability to multi-task, and professionalism in a demanding environment
• This role is essential to supporting Connecticut’s roadway safety and maintenance operations

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 with computers and Microsoft 355 applications
• Experience processing payroll
• Experience recordkeeping and/or computing costs
• Experience with Microsoft Outlook; sending and fielding emails and scheduling meetings
• Experience answering phones, dispatching calls, and handling complaints and/or public inquiries
• Experience prioritizing work, multi-tasking, and meeting time-sensitive deadlines
• Experience sorting, organizing, and filing materials

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.

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.