Transportation Manager's Assistant (40 Hour)

State of Connecticut•Vernon, CT

6d•Onsite

About The Position

The State of Connecticut Department of Transportation (DOT) is accepting applications from qualified DOT employees for the position of Transportation Manager's Assistant at the DOT Vernon Maintenance Facility. This position is in a garage environment, assisting in the operations of maintenance garages by being accountable for and performing a full range of general clerical and maintenance assistance functions. Responsibilities of this position include performing numerous office and recordkeeping duties that require accurate results as these duties directly relate to public safety, working with public safety to address important issues, using various computer software such as Microsoft Word, Excel, PeopleSoft, and analytical reporting systems, and using the State’s CORE and STARS systems often. The role requires balancing several deadlines and tasks while staying proactive to complete daily duties, supporting an active office with emergencies happening simultaneously, and using interpersonal skills to work with the public. The garage can be busy at times with various events happening at once. During these times, you will interact with and provide information to diverse populations verbally and in writing.

Requirements

Must be a current State of CT employee of the agency listed above for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language.
Two (2) years of general clerical work experience.
Knowledge of general office systems and procedures.
Interpersonal skills.
Oral and written communication skills.
Skills in performing arithmetical computations.
Ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment.
Ability to schedule and prioritize workflow.
Ability to read and interpret complex instructions.
Ability to perform basic maintenance tasks.
Incumbents in this class must be willing to accept assignment to emergency duties, including snow and ice removal maintenance and/or office support whenever their services are required.
Incumbents in this class must have sufficient strength, stamina, physical agility and visual and auditory acuity and must maintain such physical fitness in order to perform the duties of the class.

Nice To Haves

Experience with the State’s (CT) CORE and STARS systems.
Experience with project recordkeeping.
Experience preparing purchase requisitions and receiving reports.
Experience with change orders.
Experience with Microsoft Office applications.
Experience with various storm reports.
Experience with Federal Emergency Management Agency (FEMA) documentation.

Responsibilities

Perform numerous office and recordkeeping duties that require accurate results as these duties directly relate to public safety.
Work with public safety to address important issues.
Use various computer software such as Microsoft Word, Excel, PeopleSoft, and analytical reporting systems.
Use the State’s CORE and STARS systems often.
Balance several deadlines and tasks while staying proactive to complete daily duties.
Support an active office with emergencies happening simultaneously.
Use interpersonal skills to work with the public.
Interact with and provide information to diverse populations verbally and in writing.
Types a variety of materials in relation to other duties or as assigned.
Enters and retrieves data on personal computers and computer terminals.
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 the agency's services or authority.
Responds to inquiries from other work units or departments/agencies.
Applies agency policies and state statutes and regulations in responding to requests for procedural assistance.
Maintains calendars of due dates and initiates recurring work or special clerical and/or maintenance 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 phone or form letter.
Processes purchase requisitions or purchase orders for subsequent action.
Prepares payment lists and billing invoices.
Codes equipment repair work orders in the fleet management system.
Takes minutes at meetings and fact-findings.
Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders.
Maintains inventory and orders supplies.
Uses a variety of automated equipment to perform job functions.
Coordinates daily and monthly activity reports between garages within a section.
Assists Transportation Maintenance Manager with handling of complaints, special requests and local maintenance issues.
Monitors balances of salt, sand and de-icing chemicals.
Schedules preconstruction meetings.
Operates radio communications equipment.
Performs snow removal around facility and gas tanks.
May lead lower level employees in carrying out assigned clerical and/or maintenance functions.
May distribute mail.
May mow and perform general maintenance functions around facility.
May assist stores section with material handling.
Performs related duties as required.