Office Assistant

Introduction

The State of Connecticut, Secretary of the State (SOTS) is currently seeking dynamic, passionate individuals eager to contribute their experience as an Office Assistant.
Join our team and embark on a rewarding career that offers growth, superlative benefits, and a culture that encourages work/life balance.


WHAT WE CAN OFFER YOU Work for a Forbes top company - 'Forbes': State of Connecticut Ranked One of the Best Employers of 2023. Comprehensive health and dental insurance, providing you with peace of mind and access to quality healthcare. Robust pension plan and supplemental retirement offerings to secure your financial future. Generous paid time off, including vacation days, sick leave, personal days, and 13 holidays per calendar year. We are an eligible Public Service Loan Forgiveness employer, which means you may be eligible to have qualifying student loans forgiven after 10 years of service. A culture that recognizes the importance of work/life balance and offers alternate work schedules and telecommuting options. Opportunities to invest in your professional growth and development with training programs, tuition reimbursement, and opportunities for advancement within the State of Connecticut. Connecticut is a strong community with a lot to offer in entertainment, food and shopping, recreation in our beautiful state parks and forests, diverse culture, and rich history.
Learn more about all Connecticut has to offer. POSITION HIGHLIGHTS Full-Time, 40 hours per week Monday through Friday Location: Hartford, CT Work Schedule: 8:30 a.m. - 5:00 p.m. Due to the nature of the position, some evening hours may be required. THIS JOB IS FOR YOU IF You possess superior customer service skills and experience working in a professional office setting. You value providing prompt quality service and improving access to information. You have a passion for promoting participation in the democratic process by providing a wide range of services for the people and businesses of Connecticut.
You want to do work that matters and want to build a better Connecticut with the Office of the Secretary of the State. DISCOVER THE OPPORTUNITY TO Answer phones and distribute phone messages; Facilitate the signing and certification of government documents; Manage office supply inventory; Generate and compose professional correspondence; Respond to constituent communications; Assist in digitizing documents; Support executive staff with office events; Troubleshoot office equipment issues; Manage front office correspondence; Perform other tasks as needed. ABOUT US

Through the dedication of knowledgeable staff and advanced technology, the Office of the Secretary of the State works as a team to provide a wide range of services for the people and businesses of Connecticut.
We are a repository of records for the State and provide important information and resources regarding business and commercial filings, elections, and authentication as prescribed by the constitution, and federal and state laws.
We seek to bolster business development opportunities, and foster a more inclusive political process by educating, informing and engaging communities in youth and civic preparation.


Selection Plan

For assistance in applying, please visit our 'Applicant Tips on How to Apply' page

APPLYING FOR THE POSITION For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e.
Executive, Judicial or Legislative) to the other. In order to be considered for this job opening, you must meet the Minimum Qualifications listed on the job opening.
The minimum experience and training requirements must be met by the close date of the job opening, unless otherwise specified.
You must specify your qualifications on your application.
Ensure that your application is complete before submitting it.
To comply with Public Act 21-69, the State of Connecticut no longer requests resumes during the initial application process.
Once your application is submitted into the JobAps system, you cannot make revisions. In order to receive educational credits toward qualification for this job posting, the institution must be accredited.
For institutions located outside of the U.S., you must provide documentation from a recognized USA accrediting service specializing in determining foreign education equivalencies to the recruiter listed on this job posting. All application materials must be received by the recruiting agency by the specified deadline.
Late applications will not be considered.
Candidates may request a rare and documented exception for events that incapacitate them during the entire duration of the job posting period by providing a legally-recognized justification to accommodate such an exception.
Requests may be made to ******.
WHAT TO EXPECT AFTER APPLYING Applicants will receive correspondence via email, and are also encouraged to monitor their Personal Status Board daily for status updates, notices, and tasks required in the recruitment process. Some postings may require additional referral questions (RQs).
You will receive an email with these questions after the posting's closing date.
Check your email and Personal Status Board for notifications, including your spam or junk folders.
You may be required to submit additional documentation supporting your qualifications at any point during the recruitment process.
The documentation may include a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, or licensure, at the discretion of the hiring agency. The immediate vacancy is listed above, but your application may be considered for future vacancies in this job class. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. Candidates offered 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. CONNECT WITH US Due to the high volume of applications, we cannot confirm receipt or status during the recruitment process.
Updates will be available through your JobAps portal account.
If you have any questions about this recruitment, please contact Emily Kennedy at ******.
Follow the State of Connecticut on LinkedIn to stay updated on our career opportunities and news. 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; Skills
interpersonal skills; oral and written communication skills; performing arithmetical computations; Ability to
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 providing customer service through verbal and written communication to individuals from diverse backgrounds and building professional relationships in an executive or professional environment. Experience operating and troubleshooting office equipment such as printers, copiers, and computers to resolve technical issues and ensure efficient workflow. Experience with Microsoft Excel to create and edit spreadsheets, use basic formulas and functions, and format data for reporting purposes. Experience with Microsoft Outlook to manage and organize email correspondence, schedule meetings, and maintain contact lists.
Experience with Microsoft Teams to collaborate with colleagues via chat, manage virtual meetings, and organize shared files.
Experience with Microsoft One-Drive to store, organize and share documents with team members, ensuring version control and accessibility.
Experience with Microsoft Word to develop documents and correspondence and troubleshoot formatting issues.
Experience managing multiple priorities and tasks, ensuring attention to detail and delivering materials within tight deadlines. SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.


Conclusion AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and does not discriminate based on race, religion, disability, age, ethnicity, national origin, sex, gender, LGBTQ identification, family status, or military status.
Women, people of color, veterans, persons with disabilities and other members of traditionally underrepresented communities are strongly encouraged to apply.