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Healthcare / Healthcare

State of Connecticut – Department of Emergency Services & Public Protection Hiring for Administrative Assistant at Meriden, CT Full Time

Full Job Description

Are you looking for a career where you can make a positive impact? If so, read below and apply today!

The State of Connecticut, Department of Emergency Services and Public Protection (DESPP) has an anticipated opening for an Administrative Assistant to join our team within the Division of Scientific Services (DSS) located in Meriden, CT.

What we can offer you
We take part in a competitive benefits plan which includes:

  • Generous paid time off (vacation, sick and personal)
  • Excellent health and dental coverage
  • Retirement plans and 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.
Position highlights
This role will directly to the Director of the laboratory by providing high level administrative support to ensure efficient operations.
Responsibilities may include:
  • Overseeing and managing the supply ordering for the laboratory as the primary liaison for purchasing and accounts payable and processing all invoices, purchase orders and packing slips;
  • Answering phone calls, scheduling meetings and supporting visitors at reception;
  • Maintaining Outlook calendars for the Director, managers and shared calendars;
  • Managing the continued functionality of all copiers and printers;
  • Receiving and distributing supplies;
  • Handling incoming and outgoing mail;
  • Making travel arrangements for employees such as booking flights, cars, and hotel reservations;
  • Other related tasks as needed.
The Administrative Assistant will play an essential role in organizing, managing, and executing the daily operations of the DSS Administrative section. This may include:
  • Ensuring laboratory Director receives and approves all documents that require Director level approval;
  • Completing operational requirements by scheduling and assigning administrative projects and expediting work results for Facilities and Information Technology (IT) concerns for DSS;
  • Managing the internship program;
  • Ensuring vendors and contractors have appropriate ISO certification and form completion;
  • Completing background checks for vendors, contractors and visitors (must be able to become and maintain Collect Certification post-hire);
  • Organizing and handling onboarding and offboarding for employees;
  • Assisting in the completion of the annual asset inventory and maintaining accurate inventory records;
  • Reviewing and organizing Travel Authorizations;
  • ing grant metrics;
  • Processing Payroll Reimbursement;
  • Managing outside employment requests;
  • Overseeing the pool vehicles assigned to DSS;
  • Taking meeting notes;
  • Assisting in the management of the Access Control security system;
  • Handling confidential information;
  • Processing QA documentation such as Subpoenas, Discoveries, Freedom of Information Acts (FOIA), etc.;
  • Supporting employees with time management and payroll software questions and issues;
  • Other duties as requested.
This position is full-time, 40 hours per week, working Monday through Friday on first shift.

About us
DESPP is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance and scientific services utilizing enforcement, prevention, education and state of the art science and technology.
The Division of Scientific Services provides forensic support to local, state and federal agencies throughout Connecticut. This division is divided into three analytical sections. They are the Chemical Analysis section (including toxicology, controlled substances, and arson), the Forensic Biology/DNA section, and the Identification section (including computer crimes).
The laboratory also has two non-analytical sections which include: the Quality section and the Laboratory Support Services section (including administration, evidence receiving, and case management).

Selection Plan

Please Note: Current state/agency employees wishing to apply for this vacancy as a transfer must submit an application.
Candidates selected for an interview must provide the following at the time of interview:
State Employees

  • Two (2) most recent performance evaluations
  • Cover letter
  • Completed CT-HR-13

Non-State Employees

  • Two (2) professional references contact information (including name, relationship, email and phone number)
  • Cover Letter
  • Completed CT-HR-13

Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation.

Any pending disciplinary history within the past 2 years and review of attendance records are also considered in this selection process.

Click here to complete the Criminal Convictions addendum (CT-HR-13). The CT-HR-13 can also be found on the DAS website by typing in “CT-HR-13” into the “Search Department of Administrative Services” search field.

Before you apply:
  • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.
  • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
  • Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
  • All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.

Important information for after you apply:

  • This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting’s closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the questionnaire’s expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user’s spam.
  • Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
  • Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

Questions about this position should be directed to Mackenzie Robinson at mackenzie.robinson@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

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, s, 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.
  • WRITING:
    • Researches and assembles information from a variety of sources and prepares statistical and/or narrative s;
    • 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, s 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, s);
    • 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 tracking and processing invoices for goods and services received
  • Experience lifting at least 50 pounds of office supplies in an office setting
  • Experience using Microsoft Outlook for email correspondence, managing calendars, setting up interviews and meetings, maintaining an executive schedule.
  • Experience working with Microsoft Teams to include scheduling meetings, uploading documents and taking notes within the meeting platform.
  • Experience working in a laboratory or office environment managing competing priorities and meeting deadlines.
  • Experience working with Microsoft Word for composing correspondence letters.
  • Experience working with confidential information such as names, dates of birth, address, personal financial information, medical records or test results;
  • Experience working with a workforce time management software
  • Experience operating a networked copier machine that allows for printing, scanning, emailing, and saving files electronically.

Job Overview

  • ID: 340026
  • Date Posted:
  • Location:
  • Job Title: State of Connecticut – Department of Emergency Services & Public Protection Hiring for Administrative Assistant at Meriden, CT