Office Assistant (Hybrid)

Introduction Introduction

HIGHLIGHTS

Location: Hartford, CT Schedule: Full-time, 40 hours per week, Monday - Friday, 8:00am - 4:30pm

WHAT WE CAN OFFER YOU

Professional growth and development opportunities A healthy work/life balance to all employees

THE ROLE

In Disability Determination Services, the office assistant is responsible for answering incoming phone calls from the public, preparing outbound mail, scanning and indexing documents, and managing correspondence. Computer, telephone, and interpersonal skills are required.

MORE ABOUT THE AGENCY

The Mission of the Department of Aging and Disability Services is to maximize opportunities for the independence and well-being of people with disabilities and older adults in Connecticut. Our programs, policies and practices are designed to: Deliver aging and disability services responsive to the needs of Connecticut citizens; Provide leadership on aging and disability issues statewide; Provide and coordinate aging and disability programs and services in the areas of employment, education, independent living, accessibility and advocacy; Advocate for the rights of Connecticut residents with disabilities and older adults; Serve as a resource on aging and disability issues at the state level. Selection Plan

PURPOSE OF JOB CLASS (NATURE OF WORK)

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.

EXAMPLES OF DUTIES

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 agency's 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, SKILL AND ABILITY

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.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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.

PREFERRED QUALIFICATIONS

Experience providing telephonic customer service in a social service agency Experience managing competing priorities while meeting deadlines Experience managing a switchboard and routing public inquiries about government benefits Experience working with mail machines Experience scanning and indexing documents

SPECIAL REQUIREMENTS

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

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility. #J-18808-Ljbffr State of Connecticut - Department of Aging and Disability Services