Office Assistant (34 HoursWeek)

IMPORTANT: 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.

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).
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• 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:

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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.

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 agencys 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 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.

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.

• Experience working with both paper and electronic medical records
• Experience with Microsoft Office Suite- Outlook Word Excel and Access
• Experience with time management and ability to prioritize multiple clerical tasks
• Experience handling and maintaining confidential information

Persons having responsibility for supervising or observing the behavior of inmates or custodialindividuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

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.