State of Connecticut
Administrative Assistant (Confidential) #251226-3591CA-001
State of Connecticut, Newington, Connecticut, us, 06111
Introduction
Are you an administrative professional who has strong time management, organizational and communication skills? If so, we encourage you to read below and apply today!
The State of Connecticut Department of Transportation (DOT) is seeking a highly motivated and experienced
Administrative Assistant
to support Labor Relations and Human Resources in meeting the rapidly evolving needs of Agency leadership by delivering efficient, customer-focused services that advance the mission of the Connecticut DOT.
We Can Offer You
Our State Employee Benefits Overview page
Professional growth and development opportunities
Extensive pension plan and supplemental retirement offerings
Paid time off including 13 paid holidays per calendar year
On-site low-cost fitness center, on-site cafeteria and electric vehicle (EV) charging
Ample free parking with easy access from major highways or by public transportation
Tuition reimbursement
A healthy work/life balance for all employees
Working for an award‑winning agency – CTDOT was recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE) and named the Women’s Transportation Seminar (WTS) CT Employer of the Year for 2024
Position Highlights
Monday through Friday
Full Time, 40 hours per week
First shift
Location: Newington
This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. Employees in their initial working test period must work on site in the office
The Role The ideal candidate for this position will thrive in a fast‑paced environment and possess strong time management, organizational and communication skills.
Duties Include, but Not Limited To
Provide direct assistance to Labor Relations and Human Resources (may assist with onboarding processes, tracking and filing HR paperwork)
Contribute to streamlining administrative workflows that promote efficiency
Manage calendars: schedule grievances, fact‑finding meetings, and administrative meetings within prescribed timelines
Maintain Labor Relations database: track investigations, corrective actions, grievances
Prepare, edit and maintain files for investigations, arbitrations, or administrative meetings
Draft and format correspondence, reports, and presentations
Organize and maintain documentation related to Freedom of Information (FOI) and Union requests, ensuring timely and accurate responses
Assist with oversight of the Agency’s Drug and Alcohol Program, ensuring compliance with federal and state regulations and supporting program administration
Compile, analyze, and prepare reports and data to support decision‑making, compliance, and performance tracking
Handle sensitive information with confidentiality and professionalism
Other related duties
About DOT The mission of the Connecticut Department of Transportation is to provide a safe and efficient intermodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. We are looking for energetic and driven team players who are passionate about serving the public and about the work we do to deliver the DOT’s mission.
To learn more about our mission, vision and values, please click here.
Selection Plan Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit 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 closing date. You must specify your qualifications on your application.
Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application.
Resume Policy: Per Public Act 21‑69, resumes are not accepted during the initial application process. Additional documentation may be required later.
Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work.
Timely Submission: All application materials must be received by the job posting deadline.
Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government.
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
Referral Questions: May require completion of additional Referral Questions (RQs) which must be completed by the questionnaire’s expiration date.
Prepare for an Interview: Interviews are limited to those whose experience and training are most aligned with the role.
Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email for updates and tasks.
The immediate vacancy is listed above, however, applications 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.
Questions? 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 Jasmyn Raymond at Jasmyn.Raymond@ct.gov.
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 a computer or other electronic equipment, format and type a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; proofreading for content; edit using knowledge of grammar, punctuation and spelling.
Filing
Design office filing systems; organize and maintain files (including confidential files); maintain, update and review reference materials and manuals.
Correspondence
Compose complex letters and/or memoranda for own or manager’s signature.
Report Writing
Research and assemble information from a variety of sources and prepare statistical and/or narrative reports; analyze information and may make recommendations.
Interpersonal
Act for manager by interpreting established policies and procedures; troubleshoot by relieving manager of as much administrative detail as possible; act for and regularly make decisions in manager’s absence within prescribed limits of authority.
Processing
Screen letters, memos, reports and other materials to determine action required; may make recommendations to supervisor.
Personal Secretary
Arrange and coordinate meetings; research, assemble and coordinate meeting materials; write minutes of meetings, lectures, conferences; take notes; prepare expense accounts; make travel arrangements.
Office Management
Authorize purchases and payments within prescribed limits; develop input and prepare documentation for office and/or department budget; coordinate budget control and monitoring; develop office and/or department procedural manuals; assist in interviewing and hiring office support staff; train office support staff; may supervise office support staff.
Perform 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.
Ability to operate office equipment including 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 II 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 equaling one‑half (1/2) year of experience to a maximum of two (2) years.
Preferred Qualifications
Experience providing administrative support for Labor Relations or Human Resources management in collaboration with Agency leadership within a unionized environment.
Experience managing multiple projects or assignments with effective time management and prioritization skills.
Experience using case tracking or document management systems to organize and monitor workflows.
Experience with organizing, scheduling and coordinating multiple meetings across varied participants and calendars.
Experience preparing reports, documents or materials for Labor Relations or Human Resources meetings or investigations.
Experience with taking accurate notes during fact‑finding investigations and/or meetings.
Experience communicating effectively, orally and in writing, with internal and external stakeholders.
Experience in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other administrative tools.
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.
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The State of Connecticut Department of Transportation (DOT) is seeking a highly motivated and experienced
Administrative Assistant
to support Labor Relations and Human Resources in meeting the rapidly evolving needs of Agency leadership by delivering efficient, customer-focused services that advance the mission of the Connecticut DOT.
We Can Offer You
Our State Employee Benefits Overview page
Professional growth and development opportunities
Extensive pension plan and supplemental retirement offerings
Paid time off including 13 paid holidays per calendar year
On-site low-cost fitness center, on-site cafeteria and electric vehicle (EV) charging
Ample free parking with easy access from major highways or by public transportation
Tuition reimbursement
A healthy work/life balance for all employees
Working for an award‑winning agency – CTDOT was recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE) and named the Women’s Transportation Seminar (WTS) CT Employer of the Year for 2024
Position Highlights
Monday through Friday
Full Time, 40 hours per week
First shift
Location: Newington
This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. Employees in their initial working test period must work on site in the office
The Role The ideal candidate for this position will thrive in a fast‑paced environment and possess strong time management, organizational and communication skills.
Duties Include, but Not Limited To
Provide direct assistance to Labor Relations and Human Resources (may assist with onboarding processes, tracking and filing HR paperwork)
Contribute to streamlining administrative workflows that promote efficiency
Manage calendars: schedule grievances, fact‑finding meetings, and administrative meetings within prescribed timelines
Maintain Labor Relations database: track investigations, corrective actions, grievances
Prepare, edit and maintain files for investigations, arbitrations, or administrative meetings
Draft and format correspondence, reports, and presentations
Organize and maintain documentation related to Freedom of Information (FOI) and Union requests, ensuring timely and accurate responses
Assist with oversight of the Agency’s Drug and Alcohol Program, ensuring compliance with federal and state regulations and supporting program administration
Compile, analyze, and prepare reports and data to support decision‑making, compliance, and performance tracking
Handle sensitive information with confidentiality and professionalism
Other related duties
About DOT The mission of the Connecticut Department of Transportation is to provide a safe and efficient intermodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. We are looking for energetic and driven team players who are passionate about serving the public and about the work we do to deliver the DOT’s mission.
To learn more about our mission, vision and values, please click here.
Selection Plan Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit 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 closing date. You must specify your qualifications on your application.
Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application.
Resume Policy: Per Public Act 21‑69, resumes are not accepted during the initial application process. Additional documentation may be required later.
Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work.
Timely Submission: All application materials must be received by the job posting deadline.
Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government.
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
Referral Questions: May require completion of additional Referral Questions (RQs) which must be completed by the questionnaire’s expiration date.
Prepare for an Interview: Interviews are limited to those whose experience and training are most aligned with the role.
Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email for updates and tasks.
The immediate vacancy is listed above, however, applications 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.
Questions? 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 Jasmyn Raymond at Jasmyn.Raymond@ct.gov.
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 a computer or other electronic equipment, format and type a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; proofreading for content; edit using knowledge of grammar, punctuation and spelling.
Filing
Design office filing systems; organize and maintain files (including confidential files); maintain, update and review reference materials and manuals.
Correspondence
Compose complex letters and/or memoranda for own or manager’s signature.
Report Writing
Research and assemble information from a variety of sources and prepare statistical and/or narrative reports; analyze information and may make recommendations.
Interpersonal
Act for manager by interpreting established policies and procedures; troubleshoot by relieving manager of as much administrative detail as possible; act for and regularly make decisions in manager’s absence within prescribed limits of authority.
Processing
Screen letters, memos, reports and other materials to determine action required; may make recommendations to supervisor.
Personal Secretary
Arrange and coordinate meetings; research, assemble and coordinate meeting materials; write minutes of meetings, lectures, conferences; take notes; prepare expense accounts; make travel arrangements.
Office Management
Authorize purchases and payments within prescribed limits; develop input and prepare documentation for office and/or department budget; coordinate budget control and monitoring; develop office and/or department procedural manuals; assist in interviewing and hiring office support staff; train office support staff; may supervise office support staff.
Perform 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.
Ability to operate office equipment including 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 II 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 equaling one‑half (1/2) year of experience to a maximum of two (2) years.
Preferred Qualifications
Experience providing administrative support for Labor Relations or Human Resources management in collaboration with Agency leadership within a unionized environment.
Experience managing multiple projects or assignments with effective time management and prioritization skills.
Experience using case tracking or document management systems to organize and monitor workflows.
Experience with organizing, scheduling and coordinating multiple meetings across varied participants and calendars.
Experience preparing reports, documents or materials for Labor Relations or Human Resources meetings or investigations.
Experience with taking accurate notes during fact‑finding investigations and/or meetings.
Experience communicating effectively, orally and in writing, with internal and external stakeholders.
Experience in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other administrative tools.
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