Administrative Assistant

Introduction

Are you a motivated and meticulous professional who is deeply committed to ensuring the smooth operation of business operations?

If so, this is the perfect opportunity for you!

Join our team at the Connecticut Department of Motor Vehicles (DMV) as an Administrative Assistant in Wethersfield, CT! 

Our Branch Operations Division is the largest in the Agency with approximately 270+ employees, we have 14 office locations and several DMV partner locations. The Administrative Assistant will provide overall administrative support to the Motor Vehicle Division Chief and other management staff of Branch Operations Central Office.

WE CAN OFFER YOU:

• Visit our new State Employee Benefits Overview page!
• The opportunity to 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.
• Professional growth and development opportunities.
• A healthy work/life balance to all employees.

POSITION HIGHLIGHTS

• Full time, 40 hours per week
• Monday through Friday
• First shift, 8:00 am to 4:30 pm
• Located in Wethersfield, CT

THE ROLE

As an Administrative Assistant, you will play a vital role in ensuring the smooth operation of Branch Operations. Our ideal candidates is highly organized, has excellent communication skills, and is able to work well under pressure. 

You will serve as a key support person, allowing other staff members to focus on their core responsibilities. 

A few of the common duties are listed below but are not limited to:

• Managing and coordinating schedules, appointments, and travel arrangements for staff members.
• Schedule meeting, create meeting agenda, take meeting notes and rewrite for distribution.
• Coordinate training with office support staff.
• Handling incoming and outgoing mail, emails, and phone calls.
• Preparing and editing documents, reports, and presentations.
• Maintaining organized and up-to-date filing systems, both physical and digital.
• Providing administrative support for projects and initiatives.
• Coordinating meetings and events, including arranging logistics and distributing materials.
• Managing office supplies and ordering replacements as needed.
• Acting as the primary point of contact for internal and external inquiries.
• Maintain Office supplies, inventory and track repair ticket to ensure equipment is operations. tasks, such as invoicing and expense tracking.
• Maintaining confidentiality and handling sensitive information with discretion.

Selection Plan

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. 

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.
• For Bridge positions, a respirator test may be required for certain locations.
• 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.
• 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.
• 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 [email protected].

FOR ASSISTANCE IN APPLYING:

• Please read 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.
• Read through this helpful link to prepare for your interview.

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 [email protected]. 
• Follow the State of Connecticut on LinkedIn.

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 providing secretarial support to an executive, manager, or unit.
• Experience managing and meeting deadlines with competing priorities.
• Experience coordinating, scheduling in-person and remote meetings, and taking minutes.
• Experience developing office procedures and systems, including electronic filing, invoicing, and supply ordering.
• Experience with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and OneDrive.
• Experience working independently and collaboratively within a team.
• Experience with written and verbal communication.

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.

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