Administrative Assistant

Introduction
The State of Connecticut Department of Transportation (CTDOT) invites applicants to apply for the position of Administrative Assistant, within the Office of Equity, in Newington, CT. The Office of Equity is located within the Office of the Commissioner and is responsible for overseeing major Civil Rights programs and compliance, including the Disadvantaged Business Enterprise (DBE) Program, the On-the-Job Training (OJT) Program, the Contractor Compliance Program, and the Title VI Program.
This position handles all administrative functions necessary to support the Director of Equity, as the State of Connecticut's designated DBE Liaison Officer to USDOT, and provides support services for the Equity Office staff. Under federal regulations, the Equity Director/DBE Liaison Officer (DBELO) is responsible for implementing all aspects of the DBE program and has direct, independent access to the Commissioner concerning DBE program matters. The objective of the DBE Program is to remedy the continuing effects of past and present discrimination in transportation contracting by creating a fair opportunity to compete for and benefit from federally funded transportation contracts.
WHAT WE CAN OFFER YOU:

• Competitive salary
• NEW: 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 an article by Ellen Andrews, Ph.D., along with comprehensive benefit offerings
• Extensive pension plan and supplemental retirement offerings
• Paid time off, including 13 paid holidays per calendar year
• A culture that encourages work/life balance
• Professional growth and development opportunities
• On-site low-cost fitness center, on-site cafeteria, and Electric Vehicle (EV) charging
• Ample free parking with easy access from major highways or by public transportation
• Tuition reimbursement
• Work for a Forbes top company: 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
• State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.
• Join an award winning agency! CT DOT has been recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE)!

POSITION HIGHLIGHTS:

• Monday - Friday
• Full-time (40 hours per week)
• Location: Newington, CT
• This position is eligible to apply for telework after successful completion of the working test period, and thereafter in accordance with the Telework Policy. Employees in their initial working test period must work on-site, in office

THE ROLE:
The Administrative Assistant to the Director/DBELO plays a crucial role in managing the tracking and monitoring of incoming requests submitted for review, determinations, and/or approvals and ensuring timely follow-up and responses. The Administrative Assistant supports the gathering of statistical data and information required for federal and state compliance reporting. This position requires a high level of organizational and communications skills, as they will be answering questions, helping resolve problems, and developing administrative performance standards and procedures on the Director/DBELO's behalf.
This position also provides a broad array of other administrative support, such as scheduling, formulating correspondence, and purchasing. In addition to helping maintain the Department's directory of certified DBEs and intake DBE applications, the Administrative Assistant will help the unit transition to a digitized application and reporting platform. This position is responsible for creating and maintaining electronic and paper filing systems, in accordance with document retention polices, and ensuring the information on the unit's Sharepoint and external webpages are up to date.
ABOUT US:
As one of Connecticut's largest State agencies, DOT employs approximately 3,000 individuals statewide in five distinct bureaus. It is our mission to provide a safe, accessible and efficient multimodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving environmental and cultural resources. The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged.
Selection Plan

• 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.
  • 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 individual listed on this job posting.
  • 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.
  • 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 three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

FOR ASSISTANCE IN APPLYING:

• Pleaseread 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.
• 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.

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 Sharon McIntosh, at Sharon.McIntosh@ct.gov.
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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 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.;
  • 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.
• 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 and/or meeting minutes;
  • 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;
  • oral and written communication 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 processing confidential and time-sensitive information
• Experience creating and maintaining electronic and paper filing systems
• Experience collecting data and information from different sources for reporting purposes
• Experience communicating with internal and external customers, via telephone, written correspondence, and in person to resolve issues and answer questions
• Experience developing and maintaining systems for tracking and advancing multiple priorities, inquiries, and assignments to completion
• Experience coordinating and scheduling in person, hybrid, and remote meetings, including coordinating meeting materials, and setting up conference rooms and video equipment
• Experience working with Microsoft Office (Outlook, Excel, Word, Teams, and OneDrive)
• Experience with Sharepoint or other computer databases and software platforms

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 d...