Administrative Assistant

Job Overview Position: Administrative Assistant – West Region Public Division (DDS) – Waterbury, CT. PCN 18578 Full Time, 40 hours per week, First Shift (Monday – Friday, 8:00 am – 4:30 pm). Flexibility is required to meet agency needs. Responsibilities Provide clerical support to the West Region Public Division for approximately 90 DDS individuals. Correspond with internal administrators and community agencies involved in service provision. Assist in developing and updating policies and procedures. Coordinate scheduling of meetings, maintain minutes, and manage related correspondence. Design, organize, and maintain office filing systems, including confidential files. Compose complex letters and memoranda for management signature. Research and assemble information from diverse sources to prepare statistical and narrative reports; analyze data and make recommendations. Act on behalf of the manager by interpreting policies, troubleshooting administrative tasks, and making decisions within prescribed authority. Screen and process letters, memos, reports, and other materials; make recommendations to supervisors. Arrange and coordinate meetings, including space, equipment, and materials; write minutes and take notes. Prepare expense accounts and facilitate travel arrangements. Authorize purchases and payments within limits of authority. Assist in developing office and department budget documentation and coordinate budget control. Develop office procedural manuals and assist in interviewing, hiring, and training office support staff. Supervise office support staff when required. Knowledge, Skills, and Abilities Extensive knowledge of office administration and management. Familiarity with department/unit policies and procedures. Strong command of grammar, punctuation, and spelling. Business communication proficiency. Business math skills. Interpersonal and oral communication skills. Ability to operate computers, tablets, and other electronic equipment. Proficiency in office suite software (Word, Excel, Outlook, PowerPoint, Teams). Note-taking capability using acceptable shorthand or speedwriting methods. Minimum Qualifications Four (4) years of experience above the routine clerk level in office support or secretarial work. At least one (1) year of that experience must have been as a Secretary 2 or equivalent. College training in secretarial sciences may substitute up to two (2) years of experience, with 15 semester hours equaling one-half (1/2) year of experience. Preferred Qualifications Experience supporting individuals with intellectual disabilities. Experience planning and coordinating virtual and in-person meetings. Experience researching diverse sources to compile reports, data collection, and data entry. Experience composing complex correspondence to internal and external stakeholders. Experience working independently using initiative and problem-solving skills to complete projects on time with minimal supervision. Experience working and supervising team members in supportive roles. Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint, and Teams. Benefits Professional growth and paid professional development opportunities. Healthy work‑life balance. Eligibility for Public Service Loan Forgiveness after 10 years of service. Equal Opportunity Employer The State of Connecticut is an equal‑opportunity/affirmative‑action employer and strongly encourages applications from women, minorities, and persons with disabilities. #J-18808-Ljbffr