Administrative Assistant

Introduction Are you a current employee of the Department of Children and Families (DCF) who is looking for a new opportunity!
If so, we encourage you to apply for the Administrative Assistant position today!

The State of Connecticut, Department of Children and Families (DCF) - Central Office - is accepting applications for one (1) full-time Administrative Assistant position with the Child Welfare Bureau in Hartford, CT.

The incumbent will be work with the Chief of Child Welfare and three (3) Assistant Chiefs.


Position Highlights: Full-time | Hybrid Monday - Friday | 8:00 am - 5:00 pm In your role as an Administrative Assistant, you will have the opportunity to: Prepare weekly & monthly reports, assist, create, and maintain tracking system, assist in presentation preparation by creating PowerPoint slides; Coordinate meetings, create agendas, and necessary trainings for Chief of Child Welfare and Assistant Chief(s); Handle all correspondence, email, directing phone calls, maintain multiple Microsoft Outlook calendars and officewide mail; Schedule and participate in meetings, conference calls, taking minutes for Chief of Child Welfare and Assistant Chief including using Microsoft Team for invitations; Support the duties of the Chief of Child Welfare and Assistant Chief when absent including scan, fax, copy or mail documents; Process and maintain confidential and time sensitive records and/or information; Assist the interview process including scheduling and prepping paperwork for panel members; Act as the Everbridge Liaison; Taking inventory of supplies; Perform related duties as required. What we can offer you: View our new State Employee Benefits Overview page! Professional growth and paid professional development opportunities. A healthy work-life balance to all employees! The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked one of the best Employers of 2023 - State of CT receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule. 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.
Click here for more information. DCF Mission Statement:

Partnering with communities and empowering families to raise resilient children who thrive.


Selection Plan

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.
You must specify your qualifications on your application.


FOR ASSISTANCE WITH APPLYING:

Please read or watch our Applicant Tips on How to Apply!


To Apply: In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening.
You must specify your qualifications on your application. For current state employees, salary calculations are not necessarily comparable from one of the three branches of government (i.e., Executive, Legislative, Judicial) to the other. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. These positions will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion, and merit employment rules.
Applications to this recruitment will be used to meet collective bargaining requirements.
Once any collective bargaining requirements have been met, all other applications may be considered. Interviews will be limited to candidates whose experience most closely meets the preferred qualifications, so please ensure that your application is complete and details your experience as outlined in this job posting.
Please note: You will be unable to make revisions once you submit your application into the JobAps system. The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. Ensure that your application is complete and detailed before submitting it.
In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
You will not be able to make revisions once your application is submitted into the JobAps system. Revised Master Application Tutorial: Click Here Important Next Step Information for After You Apply: Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process. This posting may require completion of additional referral questions (RQs).
You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).
Your responses to these RQs must be submitted by the question's expiration date.
Please regularly check your email and JobAps Personal Status Board for notifications.
Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam. At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position.
These documents may include: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
Applicants must meet the minimum qualifications as indicated to apply for this position. All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying.
Late applications may not be submitted and will not be considered.
Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period.
It is the candidate's obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception.
Requests should be made to ******. Due to the large volume of applications received, the Department of Administrative Services is unable to provide confirmation of receipt or status during the recruitment process.
Updates will be available through your JobAps portal account. Read through this helpful link to prepare for your interview. Connect With Us: If you have any questions pertaining to this recruitment, please contact Rocky Young at ****** and reference the recruitment number.
Follow the State of Connecticut on LinkedIn. PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for independently performing the most complex tasks in providing both office administration and secretarial support for a major program.


EXAMPLES OF DUTIES

Performs the most complex office administrative duties as described in the following areas: TYPING: Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc.
from rough draft, transcription, dictated notes, etc.
; Proofreads for content; Edits using knowledge of grammar, punctuation and spelling. FILING: Designs office filing systems; Organizes and maintains files (including confidential files); Maintains, updates and reviews references materials and manuals. CORRESPONDENCE: Composes complex letters and/or memoranda, etc.
(e.g., explaining department practices and/or policies) for own or manager's signature. REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; Analyzes information and may make recommendations. INTERPERSONAL: Acts for manager by interpreting established policies and procedures, etc.
; Troubleshoots by relieving manager of as much administrative detail as possible; Acts for and regularly makes decisions in manager's absence (within prescribed limits of authority). PROCESSING: Screens letters, memos, reports and other materials to determine action required; May make recommendations to supervisor. SECRETARY: Arranges and coordinates meetings (including space and equipment); Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports); Writes minutes of meetings, lectures, conferences, etc.
from rough draft; Takes notes and/or meeting minutes; Prepares expense accounts; Makes travel arrangements. OFFICE MANAGEMENT: Authorizes purchases and payments (within prescribed limits of authority); Develops input and prepares documentation for office and/or department budget; Coordinates budget control and monitoring; Develops office and/or department procedural manuals; Assists in interviewing and hiring office support staff; Trains office support staff; May supervise office support staff; Performs related duties as required.


KNOWLEDGE, SKILL AND ABILITY Considerable knowledge of office administration and management; department and/or unit policies and procedures; proper grammar, punctuation and spelling; business communications; Knowledge of business math; Considerable interpersonal skills; oral and written communication skills; Ability to operate office equipment which includes computers, tablets, and other electronic equipment; operate office suite software; take notes (shorthand, speedwriting or other method acceptable to manager). MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Four (4) years of experience above the routine clerk level in office support or secretarial work.


MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.


MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.


PREFERRED QUALIFICATIONS Demonstrated experience in calendar and schedule management, including coordination of meetings, travel arrangements, and events. Proficient in Microsoft Office Suite with experience using pivot tables. Comprehensive and recent experience in taking minutes, creating PowerPoint presentations, and drafting memorandums, with demonstrated writing and editing proficiency 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.