Office Assistant

State of Connecticut•Middletown, CT

13d•Onsite

About The Position

The State of Connecticut Department of Emergency Services and Public Protection (DESPP) is seeking a full-time Office Assistant to support the Legal Affairs Unit. This position is full time, 40 hrs, Monday through Friday, 8:00 a.m. to 4:30 p.m., providing administrative and clerical support to legal staff, including document processing, records management, and general office operations. Join DESPP and be part of a team dedicated to supporting public safety and the critical work of Connecticut’s law enforcement community.

Requirements

Two (2) years of experience in general clerical work.
College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one/half (1/2) year of experience to a maximum of two (2) years.
Knowledge of office systems and procedures including proper telephone usage and filing.
Skills interpersonal skills; oral and written communication skills; performing arithmetical computations.
Ability to perform a full range of clerical tasks; operate office equipment which includes computers, tablets, and other electronic equipment; operate office suite software; schedule and prioritize workflow; read and interpret complex instructions.

Nice To Haves

Experience providing administrative or legal support in an office environment, including records processing, case tracking, or document management systems.
Experience managing competing priorities and meeting deadlines in a professional setting, including coordinating multiple concurrent tasks and maintaining established workflows and timelines.
Experience with professional written and verbal communication in a legal, government, or regulatory environment.
Experience with handling confidential and sensitive information with discretion.
Experience using Microsoft Office applications, including Word, Excel, or Outlook, to enter, maintain, and retrieve data within electronic record-tracking systems or databases.
Experience with FOIA (Freedom of Information Act) or public records requests, subpoenas, or legal intake processes.
Experience with government or quasi-government agency operations.

Responsibilities

Performs the full range of general clerical duties as described in the following areas:
Types a variety of materials in relation to other duties or as assigned; Enters and retrieves data on computers, tablets, and other electronic equipment.
Sets up and maintains office procedures, filing and indexing systems and forms for own use.
Composes routine correspondence.
Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
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.