Administrative Assistant

Administrative Assistant 2026-09-05 State of Connecticut all cities,AK Description: Introduction Are you a current employee of the Dept. of Agriculture looking for the next step in your career? If so, read below and apply today! The State of Connecticut, Department of Agriculture (DoAg), Bureau of Regulatory Services invites current Dept. of Agriculture employees to apply for the position of Administrative Assistant to support critical public health, regulatory, and operational functions that protect Connecticut's agriculture, animal health, and food safety. CONTINUE TO ENJOY Our State Employee Benefits Overview page! Professional growth and development opportunities. A healthy work/life balance to all employees. POSITION HIGHLIGHTS Monday - Friday Full Time, 40 hours per week First Shift, 8:00 am to 4:30 pm Location: Dept. of Agriculture Headquarters, 450 Columbus Blvd in Hartford, CT This position is eligible to apply for telework, in accordance with the Telework Policy. Learn more about the Telework Policy. THE ROLE The Bureau of Regulatory Services oversees statewide animal health programs, inspections, regulatory compliance, statutory documentation, and emergency response activities. The Administrative Assistant provides essential administrative and technical support to the Bureau Director, Assistant Director, State Veterinarian, inspectors, and program technicians. The Administrative Assistant will be responsible for the following: Draft, edit, format, and proofread bureau documents, including regulatory orders, letters, reports, meeting agendas, and official correspondence. Organize, retain, and manage digital and physical records, including SharePoint structure, document naming, and AMIRS digitization. Coordinate schedules, meetings, inspections, travel arrangements, and logistics for bureau leadership and field staff. Serve as front-line communication support for public inquiries, veterinarians, municipalities, and stakeholders. Manage supply procurement, inventory tracking, ordering of testing materials, and processing of invoices and reimbursements. Assist with data compilation, statistical reporting, and preparation of charts, summaries, and bureau performance metrics. Support FOI responses, dog tag program functions, program SOPs, and internal policy development. Provide organizational and technical support for bureau-wide projects such as website modernization, SharePoint cleanup, and AMIRS record management. ABOUT US Department of Agriculture's (DoAg) mission is to foster a healthy economic, environmental, and social climate for agriculture by developing, promoting, and regulating agricultural businesses; protecting agricultural and aquacultural resources; enforcing laws pertaining to public health, animal health and animal care; and promoting an understanding among the state's citizens of the diversity of Connecticut's agriculture, its cultural heritage, and its contribution to the state's economy. DoAg provides public benefits by empowering its three bureaus to promote and protect Connecticut Agriculture. 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. 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 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; Considerable knowledge of department and/or unit policies and procedures; Considerable knowledge of proper grammar, punctuation and spelling; Considerable knowledge of business communications; Knowledge of business math; Considerable interpersonal skills; Considerable oral and written communication skills; Ability to operate office equipment which includes computers, tablets, and other electronic equipment; Ability to operate office suite software; Ability to 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 creating, editing, or managing official documents, records, or correspondence. Experience coordinating schedules, meetings, or travel logistics. Experience ordering supplies, tracking inventory, or processing financial transactions (e.g., invoices, reimbursements). Experience providing customer service or handling inquiries from the public or external stakeholders. Experience using Microsoft Office 365 tools (e.g., Outlook, Word, Excel) and file management systems. 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. #J-18808-Ljbffr