Office Assistant(Office/On-site)

Introduction

Are you seeking a chance to work in an encouraging and outstanding environment? The State of Connecticut, Department of Children and Families (DCF)is in search of an Office Assistant who is ready to embark on a meaningful career path. This outstanding role offers the opportunity to be part of a team dedicated to delivering impeccable administrative support and services. As an Office Assistant, you will have a significant impact in ensuring our operations run smoothly and efficiently.

As an Office Assistant at the State of Connecticut, you should possess:

• Proven experience in an administrative or office support role.
• Excellent organizational skills with the ability to multitask and prioritize effectively.
• Strong communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• A high level of attention to detail and accuracy.
• A positive attitude and a collaborative spirit.
• Ability to work independently and as part of a team.

Working Conditions

• Office/On-site
• Monday - Friday 8 AM - 5 PM

At the State of Connecticut, we believe in recognizing and rewarding our employees' hard work and dedication. As part of our team, you will enjoy:

• Competitive salary and benefits package.
• Opportunities for professional growth and development.
• An inclusive and empowering work environment.
• The opportunity to join a passionate organization that is actively making a tangible difference in the community.
• Visit our new State Employee Benefits Overview page!
• 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.

Selection Plan

• Please visit our 'Applicant Tips on How to Apply' page or view our tutorial.
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• 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. 
• In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application 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.  Applicants must meet the minimum qualifications as indicated to apply for this position. 
• Should you have questions pertaining to this recruitment, please contact Liz Pinette at elizabeth.pinette@ct.gov.
• This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
• 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 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.
• Read through this helpful link to prepare for your interview.

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.

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 strongly encourages the applications of women, minorities, and persons with disabilities.