Office Assistant

State of Connecticut•Wethersfield, CT

17h•Onsite

About The Position

The State of Connecticut, Department of Administrative Services (DAS) is currently accepting applications for the position of Office Assistant within the Fleet Operations Division. The fleet operations is responsible for managing, maintaining, and assigning the motor vehicles owned by the state, for employees' use in conducting official business. As an Office Assistant, you will provide a full range of clerical tasks supporting the Fleet Operations Division, that may include but is not limited to: phone coverage, mail handling, and many other clerical support duties. The role of Office Assistant performs a full range of clerical duties, in the areas of typing, filing, correspondence, report writing, interpersonal, processing, and performs related duties as required. DAS houses a number of distinct programs that comprise the business functions of state government, including information technology, human resources, procurement, facilities and real estate, construction services, fleet, workers' compensation and more. Our divisions are united in a common mission: Support Connecticut's Growth - To serve our citizens, businesses, state agencies, and other branches of government by providing the highest quality services at the lowest possible cost. Drive Continuous Innovation - To increase the efficiency and effectiveness of state government using best practices from the public and private sectors. Provide Rewarding Careers - To attract and retain a workforce of talented, dedicated public servants committed to leading our great state forward.

Requirements

Two (2) years of general clerical work experience.
Knowledge of office systems and procedures including proper telephone usage and filing.
Interpersonal skills.
Oral and written communication skills.
Skills in performing arithmetical computations.
Ability to perform a full range of clerical tasks.
Ability to operate office equipment which includes computers, tablets, and other electronic equipment.
Ability to operate office suite software.
Ability to schedule and prioritize workflow.
Ability to read and interpret complex instructions.

Nice To Haves

Experience performing administrative duties such as maintaining records, scheduling work, processing documents, coordinating communications, and entering data in support of vehicle maintenance, fleet operations and automotive repair.
Experience with organizing and managing priorities with competing deadlines.
Experience with Microsoft Office applications including Word, Excel, Outlook.
Experience working independently and collaboratively to support business operational needs.
Experience using attention to detail to review and process work orders, invoices, purchase orders, vehicle service records, and warranty documentation.
Experience communicating with internal staff, external vendors, and other stakeholders.

Responsibilities

Provides a full range of clerical tasks supporting the Fleet Operations Division.
Handles phone coverage.
Handles mail.
Performs other clerical support duties.
Performs a full range of clerical duties in the areas of typing, filing, correspondence, report writing, interpersonal, and processing.
Types a variety of materials.
Enters and retrieves data on computers, tablets, and other electronic equipment.
Sets up and maintains office procedures, filing and indexing systems and forms.
Composes routine correspondence.
Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data.
Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority.
Responds to inquiries from other work units or departments/agencies.
Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance.
May lead lower level employees in carrying out assigned clerical functions.
Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly.
Processes a variety of documents in determining routine case status.
Exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by correspondence.
Processes purchase requisitions/purchase orders for subsequent action.
Prepares payment lists and billing invoices.
Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders.
Maintains files, journals or account ledgers by posting credits, expenditures, interest, etc.
Figures payments, costs, discounts and adjustments using prescribed methods and formulas.
Receives monies in various forms such as cash, checks and money orders and prepares for deposit.
Maintains inventory and orders supplies.
Uses a variety of electronic equipment to perform job functions.
Performs related duties as required.