Office Assistant

Introduction

Are you a clerical staff member looking to make a difference?

Look no further, and "serve those who have served" in this meaningful role!

The State of Connecticu t , Department of Veterans Affairs ( DVA ) is seeking a qualified individual for the position of Office Assistant to join our team. This role will provide administrative support to one of our district offices of our Office of Advocacy and Assistance. Find out more information on this great opportunity below!

POSITION HIGHLIGHTS:

• Work Schedule: Monday through Friday
• Work Hours: Full-time, 40 hours per week
• Work Shift: First shift, 8:00 a.m. - 4:30 p.m.
• Location: 555 Willard Ave, Newington, CT

WHAT WE CAN OFFER YOU:

State of Connecticut employees participate in a competitive comprehensive benefits plan that includes:

• A Platinum Healthcare Plan, the nation's best for state employees and dependents, according to a report by Georgetown's Center on Health Insurance Reform and article by Ellen Andrews, Ph.D.
• Generous paid time off, include 13 paid holidays per calendar year
• Extensive pension plan and supplemental retirement offerings
• Retirement healthcare offerings
• Professional growth and development opportunities
• A healthy work/life balance !

You'd be able 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.

WHAT YOU'LL BE DOING:

• Ensuring the efficient administrative function of the district office.
• Maintaining client files in digital and hard copy formats.
• Retrieving status updates from external systems and updates internal tracking systems.
• Beinga direct contact, front line assistant to the veteran community.

MORE ABOUT THE AGENCY AND FACILITIES:

For over 140 years, the Department of Veterans Affairs has been caring for its Veterans and their dependents. As a Department, we believe in "serving those who have served." This is accomplished through our: Office of Advocacy and Assistance, Residential Facility, Healthcare Center, and Cemetery and Burial Services.

It is the responsibility of the Office of Advocacy and Assistance to provide assistance to veterans, their eligible spouses and eligible dependents in obtaining veterans benefits under federal, state and local laws. Connecticut employs authorized Veteran Service Officers to assist in the following:

• Collecting and preparing data relating to benefits and services for Veterans, their spouses and eligible dependents.
• Canvassing nursing homes to determine if veterans and/or spouses are due benefits.
• Assisting in the establishment, preparation and presentation of claims pursuant to rights, benefits or privileges accruing to veterans.
• Cooperating with service organizations in disseminating information.
• Furnishing counsel to veterans concerning educational training, health, medical, rehabilitation, housing facilities and services, and employment services.
• Representing veterans before the U.S. Department of Veterans' Affairs (VA) concerning claims and benefits.

The district office's primary purpose is to assist veterans in determining eligibility for, applying for, and tracking the progress of claims submitted to the United States Department of Veterans Affairs. Each district serves approximately 1500 active clients at any given time.

Selection Plan

FOR ASSISTANCE IN 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 the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• In order to receive educational credits toward qualification for this job posting, 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 recruiter listed on this job posting.
• You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
• In order to comply with Public Act 21-69 , the State of Connecticut is no longer asking for resumes during the initial application process.
• 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 DAS.SHRM@ct.gov .
• This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.

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.
• Note: 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, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
• The immediate vacancy is listed above, however, applications to this recruitment may be used 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 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 which is available at www.ct.gov/ethics.
• 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.

Connect With Us:

• Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.
• Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment please contact Joseph K. Fried at Joseph.Fried@ct.gov , 860-924-7053.

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 ofgeneral 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 working independently in an environment with competing priorities.
• Experience maintaining a safe, orderly, organized office environment.
• Experience maintaining complete, accurate, and current client files manually and within automated information systems.
• Experience greeting clients/customers in person, via telephone, or via e-mail and making an initial determination of needs.
• Experience maintaining schedules and calendars to support efficient use of time.

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodialindividuals 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 strongly encourages the applications of women, minorities, and persons with disabilities.