Administrative Assistant

Introduction

\r\n\r\n\r\n\r\nAre you looking for an opportunity to be part of the team that assists State agencies in meeting their individual missions by providing state of the art real estate solutions?� If so, we are looking for you!\r\n\r\n\r\n\r\nThe State of Connecticut Department of Administrative Services (DAS), Statewide Leasing and Property Transfer, is now accepting applications for an exciting Administrative Assistant�opportunity.\r\n\r\n\r\nWHAT WE CAN OFFER YOU\r\n\r\n\r\n\r\n 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\r\n \r\n A competitive starting salary\r\n Excellent state benefits package, including health and dental coverage\r\n Generous paid time off\r\n Retirement plan options\r\n Alternate work schedules\r\n A healthy work-life balance to all employees!\r\n\r\nABOUT US\r\n\r\n\r\n\r\nWe conduct real estate transactions (leasing, acquisition, and disposition of real property) on behalf of the State, providing these services to most state agencies and the Judicial Branch (excluding Connecticut Department of Labor, Connecticut Department of Transportation and UCONN).� As of June 30, 2022, DAS is responsible for 203 leases (including leases where the State is the landlord) totaling 1,801,737 net usable square feet.\r\n\r\nWe provide real estate solutions to our client agencies by reducing the amount of time required to acquire real estate through leasing or purchase, ensuring that all statutes and agencies’ real estate needs are met, allowing them to accomplish their varied missions entirely within an environment of reducing the state’s real estate in our continuing effort to reduce costs and our carbon footprint.\r\n\r\nThe state’s portfolio consists of unique real estate that you will only find working at DAS. It is a fast-paced, agile setting of a small group of real estate professionals, in which we constantly improve on our services.\r\n\r\n\r\n\r\nTHE ROLE\r\n\r\n\r\nWe work with our client agencies to understand their real estate needs and expectations. We encourage learning, inventiveness, and resourcefulness to meet those needs and adjust to an ever-changing environment. We value respect, integrity, excellence, diversity, and inclusion, and seek team members who share those values.\r\n\r\n\r\n\r\n\r\n\r\n\r\nPOSITION HIGHLIGHTS\r\n\r\n\r\n Monday - Friday\r\n Full-time (40 hours per week)\r\n First shift\r\n Location: 450 Columbus Boulevard in Hartford, CT\r\n Hybrid work environment (primarily telework schedule)\r\n\r\n\r\nWatch the video below to see what it's like to be a State of Connecticut employee!\r\n\r\n\r\n\r\n\r\n\r\n \r\n \r\n \t\t\t\t\t\t\r\n \r\n \r\n \r\n\r\n\r\n\r\n\r\n

Selection Plan

To Apply:\r\n\r\n\r\n 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.\r\n The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.\r\n 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.\r\n 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.\r\n 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.\r\n \r\n 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.\r\n\r\nFOR ASSISTANCE IN APPLYING:\r\n\r\n\r\n Please visit our 'Applicant Tips on How to Apply' page.\r\n\r\n\r\nImportant Information After You Apply:\r\n\r\n\r\n\r\n\r\n 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.\r\n 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.\r\n 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.\r\n Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.\r\n The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.\r\n\r\nConnect With Us:\r\n\r\nDue 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 Frank DeCusati at frank.decusati@ct.gov or 860-713-5176.\r\n\r\n

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. \r\n

EXAMPLES OF DUTIES

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

KNOWLEDGE, SKILL AND ABILITY

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

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

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

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

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

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. \r\n

PREFERRED QUALIFICATIONS

\r\n Experience communicating to all levels of the organization and external stakeholders\r\n Experience proofreading documents to ensure accuracy\r\n Experience using Microsoft Office Suite\r\n Experience in a real estate environment\r\n Experience maintaining electronic and paper files\r\n Experience managing projects with competing deadlines prioritizing workflow\r\n\r\n

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER\r\nThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.\r\n

Salary : $60,703 - $78,553