Administrative Assistant

The State of Connecticut Department of Social Services (DSS) has an internal opening for anAdministrative Assistant to join our Division of Health Services team to support the Medicaid program inHartford CT.

If you are a current state employee with four years of experience in office support services we invite you to explore this opportunity to bring your talents to DSS to make an impact on one of the teams who support CTs Medicaid population!

POSITION HIGHLIGHTS:

• LOCATION: 55 Farmington Avenue (Hartford CT) with hybrid schedule flexibility (office/telework) available consistent with State of CT Telework Policy.
• SHIFT: First shift Full time 40 hours per week
• SCHEDULE: Monday - Friday 8:00 AM - 4:30 PM
• NOTE: You must be a current State of Connecticut employee to be considered. Please see selection plan for additional details. *Please note that DSS takes part in the E-Verify system which is a web-based system that allows enrolled employers to confirm the eligibility of their employees to work in the United States.

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IMPORTANT INFORMATION FOR THIS RECRUITMENT:

• In order to be considered for this job opening you must be a current State of CT employee who has worked for the state for at least six (6) months of full-time service or full-time equivalent service absent any applicable collective bargaining language and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.

• Please include any related certification and licensure credential details within your application.

• Be sure to select all locations you are interested in and commutable to.

FOR ASSISTANCE IN APPLYING:

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BEFORE YOU APPLY:

• Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening unless otherwise specified.
• Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification 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 contact listed below.
• Resume Policy: Per Public Act 21-69 resumes are not accepted during the initial application process. As the recruitment process progresses candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter resume transcripts diplomas performance reviews attendance records supervisory references licensure etc. at the request and discretion of the hiring agency.
• Preferred Shift/Location: 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.
• Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing .
• Salary Calculations: 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.
• Note: The only way to apply to this posting is via the Apply or Apply Online buttons on the official State of Connecticut Online Employment Center job posting.

AFTER YOU APPLY:

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• Referral Questions: This posting may require completion of additional Referral Questions (RQs) which must be completed by the questionnaires expiration date. If requested RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).
• Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare review this helpful Interview Preparation Guide to make the best impression!
• Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.
• The immediate vacancy is listed above however applications to this recruitment may be used for future vacancies in this job class.
• Note: This position will be filled in accordance with contractual language reemployment SEBAC transfer promotion and merit employment rules. 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 available at WERE HERE TO HELP:

  Due to high volume we are unable to confirm receipt or provide status updates directly. For recruitment updates please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process reach out to Samantha Rivera at

  
  

  Join the State of Connecticut and take your next career step with confidence!

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.

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 managers 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 managers 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.

• 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).

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

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

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.

• Experience managing complex rapidly changing schedules and calendars for multiple staff or program areas.
• Experience demonstrating strong organizational and time management skills with the ability to prioritize competing demands and meet tight deadlines.
• Experience drafting editing and formatting professional correspondence and presentations including letters memos and formal communications.
• Experience demonstrating proven accuracy and attention to detail in reviewing invoices preparing payment requests and tracking financial documentation.
• Proficient experience with Office software such as Microsoft Outlook Word Excel Teams and PowerPoint.
• Experience maintaining confidentiality and handle sensitive information with discretion.

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.