Office Assistant

Introduction Are you someone who enjoys helping the public, staying organized, and keeping operations running smoothly? The State of Connecticut, Department of Administrative Services (DAS) is currently accepting applications for the position of Office Assistant within the Fleet Operations Division. The fleet operations is responsible for managing, maintaining, and assigning the motor vehicles owned by the state, for employees' use in conducting official business. Highlights SCHEDULE: F ull-Time (40 Hour), First Shift (7:00 A.M. - 3:30 P.M.), Monday - Friday LOCATION: 60 State St., Wethersfield, CT What We Can Offer You Visit our State Employee Benefits Overview page! Professional growth and development opportunities A healthy work/life balance to all employees The Role As an Office Assistant, you will provide a full range of clerical tasks supporting the Fleet Operations Division, that may include but is not limited to: phone coverage, mail handling, and many other clerical support duties. The role of Office Assistant performs a full range of clerical duties, in the areas of typing, filing, correspondence, report writing, interpersonal, processing, and performs related duties as required. More About The Agency Support Connecticut's Growth - To serve our citizens, businesses, state agencies, and other branches of government by providing the highest quality services at the lowest possible cost. Drive Continuous Innovation - To increase the efficiency and effectiveness of state government using best practices from the public and private sectors. Provide Rewarding Careers - To attract and retain a workforce of talented, dedicated public servants committed to leading our great state forward. 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 performing administrative duties such as maintaining records, scheduling work, processing documents, coordinating communications, and entering data in support of vehicle maintenance, fleet operations and automotive repair. Experience with organizing and managing priorities with competing deadlines. Experience with Microsoft Office applications including Word, Excel, Outlook. Experience working independently and collaboratively to support business operational needs. Experience using attention to detail to review and process work orders, invoices, purchase orders, vehicle service records, and warranty documentation. Experience communicating with internal staff, external vendors, and other stakeholders. 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. 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 Nicole Frascatore via View email address on click.appcast.io. 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. E-Verify and Form I‑9 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 This employer may participate in E-Verify and will provide the federal government with your Form I‑9 information to confirm work authorization. Educational Credits Information 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 contact listed below by the closing date listed on the job posting. 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. 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. #J-18808-Ljbffr