Office Assistant

State of Connecticut • Middletown, CT

3d • Onsite

About The Position

The Connecticut Department of Children and Families is hiring a part-time Office Assistant in Middletown, Connecticut. The position supports Child Protection Social Workers and the families they serve by providing clerical, administrative, and receptionist support in a fast-paced office environment. The Office Assistant serves as a professional point of contact for the public and responds to inquiries from staff, partner agencies, and community members.

The role performs a broad range of general clerical functions, including typing and data entry; maintaining filing and indexing systems; preparing correspondence and reports; processing documents and financial records; managing calendars and office procedures; and using electronic systems and office equipment. The position requires organization, attention to detail, sound judgment, professionalism, and the ability to manage competing priorities while supporting the agency’s mission to protect and strengthen children and families.

This position is 34 hours per week: Monday through Thursday, 9:00 a.m. to 4:30 p.m., and Friday, 9:00 a.m. to 3:30 p.m. The job class is accountable for independently performing a full range of general clerical functions or managing the flow and completion of clerical work in an assigned area.

Requirements

• Two years of general clerical work experience; college training may substitute at 15 semester hours per half-year of experience, up to a maximum of two years.
• Knowledge of office systems and procedures, including proper telephone usage and filing.
• Interpersonal skills and oral and written communication skills.
• Ability to perform arithmetic computations and a full range of clerical tasks.
• Ability to operate office equipment, including computers, tablets, and other electronic equipment, and to use office suite software.
• Ability to schedule and prioritize workflow and interpret complex instructions.
• A high school diploma or GED may be required by the time of permanent appointment.

Nice To Haves

• Experience working with both paper and electronic medical records.
• Experience with Microsoft Office Suite, including Outlook, Word, Excel, and Access.
• Experience with time management and prioritizing multiple clerical tasks.
• Experience handling and maintaining confidential information.

Responsibilities

• Type materials related to assigned duties and enter and retrieve data using computers, tablets, and other electronic equipment.
• Establish and maintain office procedures, filing systems, indexing systems, and forms.
• Compose routine correspondence.
• Compile and generate recurring technical, statistical, or financial reports, exercising judgment in selecting and presenting data.
• Provide general information and referral services in response to public questions or complaints about agency services or authority.
• Respond to inquiries from other work units, departments, and agencies.
• Apply agency policies, statutes, and regulations to determine case status or respond to requests for procedural assistance.
• Maintain calendars of due dates and initiate recurring work or special clerical projects as needed.
• Process documents and determine routine case status; review incoming materials for accuracy, completeness, and compliance with guidelines and procedures.
• Verify information using internal resources and contacts, and request additional information when needed.
• Process purchase requisitions and purchase orders; prepare payment lists and billing invoices.
• Receive shipments and verify them against purchase orders and invoices.
• Maintain files, journals, and account ledgers by posting credits, expenditures, and other entries.
• Calculate payments, costs, discounts, and adjustments using prescribed methods and formulas.
• Receive cash, checks, and money orders and prepare them for deposit.
• Maintain inventory and order supplies.
• Use electronic equipment to perform job functions.
• Perform related duties as required.

Benefits

• Professional growth and paid professional development opportunities.
• Work-life balance.
• Eligible Public Service Loan Forgiveness employer; qualifying student loans may be forgiven after 10 years of service.
• State employee benefits are referenced, but specific benefits are not listed in the posting.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed