Administrative Assistant

Introduction

The State of Connecticut, Department of Social Services (DSS), has an internal opening for an Administrative Assistant to join our Division of Health Services team to support the Medicaid program in Hartford, CT.

If you are a current state employee with four years of experience in office support services, we invite you to explore this opportunity to bring your talents to DSS to make an impact on one of the teams who support CT's Medicaid population!


POSITION HIGHLIGHTS:

• LOCATION : 55 Farmington Avenue (Hartford, CT) with hybrid schedule flexibility (office/telework) available consistent with State of CT Telework Policy.
• SHIFT : First shift | Full time | 40 hours per week
• SCHEDULE : Monday - Friday, 8:00 AM - 4:30 PM
• NOTE : You must be a current State of Connecticut employee to be considered. Please see selection plan for additional details. *Please note that DSS takes part in the E-Verify system, which is a web-based system that allows enrolled employers to confirm the eligibility of their employees to work in the United States.

BENEFITS & BALANCE AT THE STATE OF CONNECTICUT

As an employee, we can offer you:

• Industry leading health benefits, including medical and dental coverage.
• Extensive pension plan and supplemental retirement offerings.
• Paid time off - including 13 paid holidays per calendar year.
• Professional growth and paid professional development opportunities.
• A work culture that promotes a healthy work-life balance to all employees.
• State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loan forgiveness after 10 years of service. Click here for more information.

We invite you to view our State Employee Benefits Overview page to learn more.


In addition, the State puts an emphasis on:

• Providing limitless opportunities;
• Hiring for diversity 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


In this role, you will be responsible for:

• Managing complex and frequently changing schedules for leaders of the Connecticut Medicaid program, including the Medicaid Director, Deputy Director and Chief Medical Officer;
• Drafting and preparing letters, memos, and other formal correspondence;
• Reviewing invoices and preparing payment requests;
• Tracking services and Limited Case Agreements;
• Maintaining records;
• Coordinating communication; and
• Providing daily administrative support to program leadership and staff.

More details can be found in the class specification and the 'Examples of Duties' section below.

ABOUT OUR AGENCY

DSS delivers and funds a wide range of programs and services as Connecticut's multi-faceted health and human services agency. DSS serves about 1 million residents of all ages in all 169 Connecticut cities and towns. We support the basic needs of children, families, older and other adults, including persons with disabilities. Services are delivered through 12 field offices, central administration, and online and phone access options.

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

Selection Plan

NEW : Check out our Applicant Tips on How to Apply!


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

IMPORTANT INFORMATION FOR THIS RECRUITMENT:

• In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state 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.
• Please include any related 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

• Experience managing complex, rapidly changing schedules and calendars for multiple staff or program areas.
• Experience demonstrating strong organizational and time management skills, with the ability to prioritize competing demands and meet tight deadlines.
• Experience drafting, editing, and formatting professional correspondence and presentations, including letters, memos, and formal communications.
• Experience demonstrating proven accuracy and attention to detail in reviewing invoices, preparing payment requests, and tracking financial documentation.
• Proficient experience with Office software such as Microsoft Outlook, Word, Excel, Teams and PowerPoint.
• Experience maintaining confidentiality and handle sensitive information with discretion.

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.