Job Information
State of Connecticut, Department of Administrative Services Administrative Assistant in Hartford, Connecticut
Administrative Assistant
Recruitment # 250306-3591CL-001
Location Hartford, CT
Date Opened 3/21/2025 12:00:00 AM
Salary $63,777* - $82,530/year (*Employees new to state service start at the minimum)
Job Type Open to the Public
Close Date 3/28/2025 11:59:00 PM
Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits)
Introduction
The State of Connecticut (https://portal.ct.gov/) Department of Agriculture (DoAg (https://portal.ct.gov/doag/commissioner/commissioner/about-the-department) ) invites dynamic professionals to apply for the role of an Administrative Assistant (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=3591CL&R1=&R3=) within the Bureau of Regulatory Services in Hartford, CT.
WHAT WE CAN OFFER YOU
Visit our State Employee Benefits Overview (https://www.jobapscloud.com/CT/jobs/?b=Benefits) page!
Work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers.
Professional growth and development opportunities.
A healthy work/life balance (https://www.youtube.com/watch?v=y6n9M1Qd5fo) to all employees.
POSITION HIGHLIGHTS
Location: Hartford.
Full Time, 40 Hours/week.
Monday through Friday.
First Shift.
Candidate will be expected to be in the office for the duration of the initial working test period, and will be reviewed for telework upon successful completion.
THE ROLE
The Bureau of Regulatory Services' Administrative Assistant position is considered a fundamental role performing administrative duties in support of the animal health, food safety, and regulatory activities. The Administrative Assistant will take on lead efforts related office management and secretarial support for the Bureau’s activities and needs from the Department of Administrative Services. This role will also be responsible for leading the Bureau's Processing Technicians who process the licenses, permits, deposits, and mail. The Administrative Assistant can also expect to:
Compile and track financial data, project progress, and goals, preparing detailed reports for the team or management.
Track and process invoices, payments, and reimbursements.
Assist with budget preparation, coordination, and monitoring for the Bureau.
Coordinate and arrange meetings including scheduling, booking meeting space, and arranging equipment.
Assemble and prepare meeting materials, such as charts, graphs, and reports, and ensures all necessary resources are available.
Take detailed notes and write meeting minutes for bureau meetings and other events.
Manage and coordinate all staff travel, including bookings, travel arrangements, and the preparation of Travel Authorizations (TAs).
Prepare and process travel reimbursements, ensuring compliance with internal policies and guidelines.
Track inventory of supplies and equipment, monitors usage, and handles ordering to maintain adequate stock levels.
Manage the inventory process, ensuring that necessary supplies are available for office operations.
Compile, analyze, and report on Bureau data, including tracking performance metrics and other relevant information.
Prepare statistical and narrative reports on Bureau activities, providing valuable insights to support decision-making.
Process and coordinates Freedom of Information (FOI) requests, ensuring compliance with relevant regulations and procedures.
Manage the dog tag program, ensuring its effective operation and compliance with applicable guidelines.
ABOUT US
The mission of the Department of Agriculture is to foster a healthy economic, environmental and social climate for agriculture by developing, promoting, and regulating agricultural businesses; protecting agricultural and aquacultural resources; preventing and control animal disease; enforcing laws pertaining to domestic animals; and promoting an understanding among the state's citizens of the diversity of Connecticut agriculture, its cultural heritage and its contribution to the state's economy. The Bureau of Regulatory Services enforces certain food safety laws and regulations relating to milk safety, produce safety, small poultry establishments, animal feed including pet food/pet treat manufacturing. The Bureau is responsible for regulating the growing of hemp and registering seed, fertilizer, soil amendment and liming materials. In the domestic animal realm, the Bureau enforces laws and regulations pertaining to animal control, animal population control, importation, and animal health issues. The Bureau plays a critical role in the prevention and control of rabies and other zoonotic diseases in domestic animals. The Bureau also leads the Department’s emergency planning and response activities relative to animal and poultry diseases and natural disasters.
Watch the video below to see what it's like to be a State of Connecticut employee!
Selection Plan
FOR ASSISTANCE IN APPLYING:
Check out our Applicant Tips on How to Apply (https://www.youtube.com/watch?v=Y8sOb10qYXQ) ! Need more resources? Visit our Applicant Reference Library (https://portal.ct.gov/das/home/services-for-state-employees/statewide-human-resources/applicant-reference-library?language=en_US) 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 (https://www.cga.ct.gov/2021/act/pa/pdf/2021PA-00069-R00SB-00056-PA.pdf) , 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 DAS.SHRM@ct.gov.
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:
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 (https://www.jobapscloud.com/CT/jobs/?b=IT&preview=1) 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 www.ct.gov/ethics (https://portal.ct.gov/ethics) .
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 Brittney Woodley at brittney.woodley@ct.gov. 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. (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=3591CL&R1=&R3=)
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 maintaining digital office filing systems.
Experience monitoring office budgets.
Experience preparing statistical and narrative reports.
Experience prioritizing work assignments with competing deadlines.
Experience collaborating with other administrators, support personnel, and management personnel.
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.
Click on a link below to apply for this position:
Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online