Transportation Supervisor's Assistant

State of Connecticut•Branford, CT

7d•Onsite

About The Position

The State of Connecticut, Department of Transportation (DOT), is accepting applications for a Transportation Supervisor's Assistant position in district 3. This role is situated in a maintenance garage environment and involves assisting in the operation of the garage through a full range of general clerical and maintenance assistance functions. The position requires performing numerous office and recordkeeping duties with preciseness, accuracy, and often a sense of urgency, as these duties directly relate to public safety. The assistant will extensively use various computer software including Microsoft Word, Excel, PeopleSoft (Core-CT), STARS, and Analytical Reporting Systems. They will support a busy office, balancing multiple deadlines and tasks while staying proactive, and will interact with diverse populations verbally and in writing, using interpersonal skills to communicate effectively regarding public safety concerns, important issues, and emergencies.

Requirements

Selected candidate must be willing to commit and accept assignment to emergency duties, including mandatory winter overtime (November 1 through April 30, whenever your services are needed).
Out of State vacations will not be approved during this time.
Various storm events will require you to stay at work for the duration of the storm, which at times can be up to a period of several days, to include holidays and weekends.
You are required to hold residency within 30 miles of the posted job locations.
One (1) year of general clerical work experience.
One (1) year of general maintenance support experience that includes a substantial portion of time on related clerical duties such as described in the Examples of Duties section may be substituted for the General Experience.

Nice To Haves

Experience utilizing Microsoft 365 suite for a variety of clerical and office tasks, to include typing and editing documents.
Experience conducting recordkeeping.
Experience reviewing, inputting, and processing payroll.
Experience prioritizing work, multi-tasking, and meeting time-sensitive deadlines.
Experience answering phone calls and taking and fielding messages.
Experience sorting and filing materials.
Experience sending and fielding emails, scheduling meetings with Microsoft Outlook.

Responsibilities

Assist in the operation of the garage by being accountable for and performing a full range of general clerical and maintenance assistance functions.
Perform numerous office and recordkeeping duties that require preciseness, accuracy, and at many times a sense of urgency, as these duties directly relate to public safety.
Use various computer software such as Microsoft Word, Excel, PeopleSoft (Core-CT), STARS, and Analytical Reporting Systems, extensively in your daily duties.
Support an active office, which can be extremely busy at times with various emergencies and priorities occurring simultaneously and be expected to balance several deadlines and tasks while staying proactive to complete daily duties.
Interact with and provide information to diverse populations verbally and in writing.
Use interpersonal skills to communicate and work effectively with the public, to address public safety concerns, important issues, and emergencies.
Types a variety of materials from rough copy or electronic recording device including correspondence, memos, reports, forms, applications, bills and other documents and records with speed and accuracy.
Reviews and corrects drafts for conformance with originals.
Enters and retrieves data on personal computers and computer terminals.
Maintains logs.
Sets up and maintains records and files according to established procedures.
Searches files for information.
Prepares and sends out standard form letters making minor revisions or additions.
Compiles information from standard sources and prepares reports.
Answers phone, transfers calls and takes messages.
Receives and directs visitors.
Handles routine requests for information, procedural guidelines or assistance over the telephone or in person.
Receives, sorts and distributes mail.
Performs a variety of basic processing tasks (e.g., sorts, numbers, codes and files materials).
Reviews materials for accuracy and completeness (ensures categorical information is completed as required).
Makes changes per instructions or as authorized.
Verifies information through cross-referencing of existing computer and/or manual files or inquiries by phone or form letter to sender or other work units.
Does routine posting to ledgers, account books or other records.
Types and prepares purchase requisitions, orders or billing invoices according to established procedures.
Assists in or maintains inventory and orders supplies.
Codes equipment repair work orders in the fleet management system.
Takes minutes at meetings and fact-findings.
Manually checks heating fuel tanks.
Performs meter reading of facility gas tanks.
Performs snow removal around facility and gas tanks.
Operates and monitors radio communications.
Performs general facility maintenance including sweeping and cleaning restrooms.
May assist in coordinating and/or dispatching appropriate personnel for emergency situations.
May mow and perform general maintenance functions around facility.
May assist stores section with material handling.