Administrative Assistant

City of Hartford•Ct 06103, CT

13d•Hybrid

About The Position

This classification is used in various City departments. Under supervision, provides increasingly responsible administrative assistance within a City department by performing routine assignments in the administration of department activities and by performing responsible professional and technical work in the operation of assigned projects or programs. Coordinates and participates in the activities of complex programs and projects operated by the department. Assists in establishing procedures and makes recommendations for improvement and assists in the preparation of project and departmental budgets. May supervise subordinate staff. Writes reports, conducts surveys and organizational studies. Maintains records and statistical data. Performs complex clerical duties in conjunction with technical aspects of departmental programs and projects. There is one (1) vacancy in the Department of Development Services. This is a HMEA position. Under supervision, provides administrative support within the City of Hartford's Division of Licenses & Inspections. Serves as the primary point of contact for residents, contractors, and business owners navigating municipal regulations, permits, licenses, and code compliance requirements. Manages front-counter and high-volume phone operations while accurately processing applications for building codes, housing codes, and various city licenses. Adapts at translating complex municipal procedures into accessible guidance for the public with high level of attention to detail while maintaining meticulous data integrity. There is one (1) vacancy in the Human Resources Department: This is a non-union classified position. Under supervision, provides administrative support in the Civil Service Division of Human Resources. Assists with applicant and candidate inquiries by phone, email, and in person. Assists with the onboarding process for all new hires. Performs data entry, filing, and reporting as necessary. Assists in the management and organization of personnel and recruitment records. Prepares notices and documents needed throughout the recruitment process. Helps to identify missing documents, information, and/or discrepancies. Attends recruitment testing sessions as needed. Creates profiles and assigns training in the training platform. Reviews department procedures and makes recommendations for improvement. May work with social media platforms and other organizations to promote open positions. The above essential duties and responsibilities are not intended as a comprehensive list; they are intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may perform additional related duties as required.

Requirements

Graduation from a four-year accredited college or university with major coursework in public administration, business administration, political science, economics or closely related field, AND one (1) year of progressively responsible experience in a business organization or the public service.
Full-time administrative experience in the required area may be substituted for the above educational requirement on the basis of the following: one year of administrative experience is equal to one year of college.
A COPY OF YOUR DEGREE OR TRANSCRIPT MUST BE SUBMITTED WITH YOUR APPLICATION.
If selected, you will be required to pass a physical examination administered by a City physician, a drug and alcohol screening examination, and a background check.
If appointed, you will serve 3-12 months of probation.

Nice To Haves

Hartford Residency Preferred: Preferably be a bona-fide resident of the City of Hartford at the time of application.
Preferential Points may be given to Eligible Veterans. Must submit a Veteran's Preference Form, along with a DD-214 and Disability letter (if applicable) from the Office of Veteran's Affairs.

Responsibilities

Provides administrative assistance within a City department.
Performs routine assignments in the administration of department activities.
Performs responsible professional and technical work in the operation of assigned projects or programs.
Coordinates and participates in the activities of complex programs and projects operated by the department.
Assists in establishing procedures and makes recommendations for improvement.
Assists in the preparation of project and departmental budgets.
May supervise subordinate staff.
Writes reports, conducts surveys and organizational studies.
Maintains records and statistical data.
Performs complex clerical duties in conjunction with technical aspects of departmental programs and projects.
Serves as the primary point of contact for residents, contractors, and business owners navigating municipal regulations, permits, licenses, and code compliance requirements.
Manages front-counter and high-volume phone operations while accurately processing applications for building codes, housing codes, and various city licenses.
Translates complex municipal procedures into accessible guidance for the public.
Maintains meticulous data integrity.
Assists with applicant and candidate inquiries by phone, email, and in person.
Assists with the onboarding process for all new hires.
Performs data entry, filing, and reporting as necessary.
Assists in the management and organization of personnel and recruitment records.
Prepares notices and documents needed throughout the recruitment process.
Identifies missing documents, information, and/or discrepancies.
Attends recruitment testing sessions as needed.
Creates profiles and assigns training in the training platform.
Reviews department procedures and makes recommendations for improvement.
May work with social media platforms and other organizations to promote open positions.