FULL-TIME ADMINISTRATIVE PROFESSIONAL

The State of Connecticut Department of Transportation (CTDOT) invites current agency employees to apply for the position of Administrative Assistant within the Bureau of Finance and Administration, Division of Occupational Health & Safety(DOHS).

Professional growth and development opportunities.
POSITON HIGHLIGHTS Full-time
Monday-Friday
Hybrid work opportunity
The Administrative Assistant provides dedicated administrative and compliance support to the Safety Director, with primary responsibility for managing the CTDOT Commercial Driver's License (CDL) program and coordinating with all involved in CDL-related processes. The Administrative Assistant also delivers Clearinghouse, CDL, and MEC awareness instruction during new-hire orientation and the bootcamp.

The candidate will oversee CDL medical certification tracking for Connecticut Department of Transportation (CTDOT) compliance and provide general clerical support to the Safety Director. 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.

FOR ASSISTANCE IN APPLYING:

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.
List your earned credits and degrees from accredited institutions accurately on your application. 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. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., 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. 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.
To avoid missing important updates-such as referral questionnaires or interview scheduling links-please check your Personal Status Board regularly. To do this, log in to your Personal Status Board and select "Update My Contact Information
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).
Interviews are limited to those whose experience and training are most aligned with the role. 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. WE'RE HERE TO HELP:

For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. 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.

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.

Designs office filing systems;
Organizes and maintains files (including confidential files);
Maintains, updates and reviews references materials and manuals.

explaining department practices and/or policies) for own or manager's signature.

REPORT WRITING: Acts for manager by interpreting established policies and procedures, etc.;
Troubleshoots by relieving manager of as much administrative detail as possible;
Screens letters, memos, reports and other materials to determine action required;
Arranges and coordinates meetings (including space and equipment);
Researches, assembles and coordinates meeting materials (e.g., from rough draft;
Prepares expense accounts;
Makes travel arrangements.

OFFICE MANAGEMENT: 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.

KNOWLEDGE, SKILL AND ABILITY Considerable knowledge of office administration and management;
department and/or unit policies and procedures;
Ability to operate office equipment which includes computers, tablets, and other electronic equipment;
operate office suite software;
Four (4) years of experience above the routine clerk level in office support or secretarial work.

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.

Experience with CDL requirements, FMCSA, Drug and Alcohol Clearinghouse procedures, and DOT medical certification standards.
Experience with rail badging requirements, CPR certification tracking, respiratory protection and hearing conservation compliance programs.
Experience providing administrative/clerical support
Experience handling confidential and sensitive information with discretion
Experience with Microsoft Office (Word, Excel, Outlook)
The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.