Administrative Assistant (Confidential)

Introduction

The State of Connecticut,�Department of Energy and Environmental Protection�(DEEP)�is looking for an Administrative Assistant (Confidential) to support The Office of the Commissioner. This position will be vital in managing the day-to-day administrative and confidential support functions for the Chief of Legal, Planning & Reg Affairs and the Chief of Staff. WHAT WE CAN OFFER YOU: Visit our�new�State Employee Benefits Overview�page! 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 Professional growth and development opportunities A healthy�work/life balance�to all employees THIS JOB IS FOR YOU IF: You’re able to work collaboratively with others, especially those with differing viewpoints, and you enjoy bringing people together. You have a strong attention to detail, work quickly under pressure, and value the quality of your work. POSITION HIGHLIGHTS Support the Office of the Commissioner, including the Chief of Staff and Chief of Legal, Planning, and Regulatory Affairs. The units within the Office of the Commissioner include the Legal Office and its Transactional Management and Regulatory Affairs (TMRA) unit, Land Acquisition and Management, Equity & Environmental Justice, Communications, Legislative Affairs, Environmental Review & Strategic Initiatives, Innovative Partnerships & Planning, and Climate. Provide support to internal and external stakeholders. The schedule for this position is�Monday-Friday, 8:00am-4:30pm. OUR MISSION The Connecticut Department of Energy and Environmental Protection (DEEP) is charged with conserving, improving and protecting the natural resources and the environment of the state of Connecticut as well as making cheaper, cleaner and more reliable energy available for the people and businesses of the state. The agency is also committed to playing a positive role in rebuilding Connecticut’s economy and creating jobs – and to fostering a sustainable and prosperous economic future for the state. \t\t\t\t\t\t

Selection Plan

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. 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. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 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. Please select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift. 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. 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. FOR ASSISTANCE IN APPLYING: Please�read�or�watch�our Applicant Tips on How to Apply! IMPORTANT INFORMATION AFTER YOU APPLY: 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 questionnaire'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. 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. 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, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. Read through this helpful link to�prepare for your interview. 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. Should you have any questions pertaining to this recruitment, please contact�Nicholas.Naples@ct.gov.

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 a computer or 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. PERSONAL 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 using shorthand, speedwriting or machine transcription;� 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; 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

Experience creating and maintaining electronic and paper filing systems in accordance with document retention policies; Experience collaborating on projects in a team environment; Experience facilitating employee hiring and onboarding processes; Experience with administrative processes, including travel arrangements, reimbursements, time reporting, and purchasing; Experience maintaining inventory of office supplies; Experience in organizing and prioritizing tasks to meet deadlines; Experience with Microsoft Office Suite, including Outlook, Excel, Word, Teams, OneDrive, and SharePoint; Experience supporting in-person, hybrid, and remote meetings, including scheduling, reserving meeting rooms, preparing materials, and note taking; Experience coordinating, scheduling, and managing outcomes involving internal and external stakeholders with competing priorities; Experience developing and implementing procedures for process improvement.

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.�