Administrative Assistant

Introduction

Are you a current DCF employee and looking to grow within your career in state service? If so, we invite you to explore this internal opportunity!


The State of Connecticut , Department of Children and Families ( DCF ) is seeking to fill one Administrative Assistant position within the Division of Foster Care.

POSITION HIGHLIGHTS

• LOCATION: Central Office, 505 Hudson Street, Hartford, CT
• SHIFT: Full-time | 40 hours per week | first shift
• SCHEDULE: 8:00AM - 5:00 PM, Monday through Friday
• NOTES: This is an on-site position with Hybrid flexibility upon completion of working test period. Anticipated statewide travel, as needed.

BENEFITS AND BALANCE AT THE STATE OF CONNECTICUT


As a current state employee, you will continue to receive benefits, including:

• State Employee Retirement System;
• A variety of medical and dental plans;
• Sick and personal leave;
• The State of CT is an eligible Public Services Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service.

Visit the State Employee Benefits Overview page to learn more!


In addition, the State puts an emphasis on:

• Providing limitless opportunities;
• Hiring for diverse and fresh perspectives;
• Performing meaningful work and;
• Encouraging a healthy work/life balance!

Our state has a lot to offer - from fun activities for all ages, to great food and shopping, to beautiful state parks and forests, to our diverse cultures and rich history. Connecticut is a great place to live! Learn more about Connecticut here.


YOUR ROLE


As an Administrative Assistant, you will provide comprehensive support to our Statewide Director, two Program Directors, and one Behavioral Health Clinical Manager. Your tasks will include, but are not limited to:

• Managing and maintaining schedules, calendars, and appointments to ensure flawless time management.
• Providing support to multiple team members in a high-paced environment, adapting to changing priorities with ease.
• Handling correspondence including emails, phone calls, and mail, ensuring all communications are responded to in a timely manner.
• Preparing and editing documents, reports, and presentations with outstanding attention to detail.
• Coordinating meetings, taking accurate minutes, and distributing them to relevant parties while tracking action items.
• Maintaining accurate and organized records, files, budgets, and databases.
• Ensuring the office environment is organized and conducive to high efficiency.
• Assisting with travel arrangements and securing other necessary items for the operation.
• Acting as a point of contact for internal and external collaborators, demonstrating integrity in appearance and interactions.
• Performing other administrative duties as needed to support the team.

Join us to help realize our vision and support caregivers providing quality care for children in need. Your role is vital in meeting state and federal regulations such as Adoption and Safe Families Act.

More details about this position can be found within the 'Example of Duties' and the class specification.


ABOUT US

DCF has a mission to work together with families and communities so that children can grow up healthy, safe, smart, and strong. Region 2 serves children and families in the territories of New Haven and the surrounding areas. We are very proud of our diverse and dedicated workforce who strive every day to meet the needs of those we encounter. Our family-centered, strength-based approach to our work seeks to improve the well-being of the children and families we serve.

START WITH US. STAY WITH US. GROW WITH US.

Selection Plan

In order to be considered for this job opening you must be a current State of CT employee of the agency listed above 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.


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Need more resources? Visit our Applicant Toolkit for additional support throughout the recruitment process.

IMPORTANT INFORMATION FOR THIS RECRUITMENT:

• Please include any related endorsements and/or 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:


Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process.


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 View email address on click.appcast.io.
• 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:

• NEW : Some email providers may experience delays or issues delivering messages. To avoid missing important updates-such as referral questionnaires or interview scheduling links-please check your Personal Status Board regularly. For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select "Update My Contact Information."
• Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire's 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

QUESTIONS? WE'RE 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 View email address on click.appcast.io

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


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

• Demonstrated experience in calendar scheduling management, coordinating of meetings, travel arrangements.
• Comprehensive experience with taking minutes, creating power point presentation, drafting memos with demonstrated writing and editing proficiency.
• Experience using Microsoft Office Suite in a professional setting including Word, Excel, PowerPoint.
• Experience working independently and making independent judgement(s).

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.