Transportation Supervisor's Assistant (40 Hour)

State of Connecticut•Canterbury, CT

23h•Onsite

About The Position

The State of Connecticut, Department of Transportation, Bureau of Highway Operations is seeking a detail-oriented, highly motivated Transportation Supervisor’s Assistant to support daily operations at the East Hampton Maintenance Facility. This critical role provides administrative, operational, and customer-service support that directly contributes to public safety and the effective functioning of a DOT maintenance garage. While the immediate vacancy is in the East Hampton Garage, applications from this recruitment may be used to fill future openings in Canterbury, Putnam, Pomfret, Mansfield, East Hampton, and Colchester. This is an essential employee position with significant storm-related and emergency responsibilities. Residency within 30 miles of the posted job locations is required. Mandatory overtime from November 1–April 30 for snow and ice operations. No extended or out-of-state vacations approved during this period. Employees may be required to remain on-site for the full duration of storm events—sometimes several days. Must report to work during holiday storms (e.g., Christmas, New Year’s Eve). Additional emergency response required for hurricanes, windstorms, and other non-winter events. Some locations may implement pre-planned overtime based on operational needs. Pre-employment physical and work assessment required. Strict attendance and sick-leave policy enforced, with close monitoring for patterns of abuse. Candidates must demonstrate initiative, the ability to multi-task, and professionalism in a demanding environment. This role is essential to supporting Connecticut’s roadway safety and maintenance operations.

Requirements

One (1) year of general clerical work experience.
Strong computer skills (Word, Excel, Outlook, Core, STARS).
Strong interpersonal skills and comfort interacting with the public in fast-moving situations.
Ability to prioritize effectively during frequent emergencies and competing demands.
Maintain high accuracy due to the public-safety nature of the work.
Knowledge of general office systems and procedures.
Knowledge of spelling, punctuation and grammar.
Skill in performing arithmetical computations.
Ability to operate office equipment which includes computers, tablets and other electronic equipment.
Ability to perform basic clerical tasks.
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.
A physical examination may be required.

Nice To Haves

Experience with computers and Microsoft 355 applications
Experience processing payroll
Experience recordkeeping and/or computing costs
Experience with Microsoft Outlook; sending and fielding emails and scheduling meetings
Experience answering phones, dispatching calls, and handling complaints and/or public inquiries
Experience prioritizing work, multi-tasking, and meeting time-sensitive deadlines
Experience sorting, organizing, and filing materials

Responsibilities

Monitoring and dispatching personnel in response to roadway emergencies and public complaints
Preparing minutes, fact-finding reports, correspondence, and other documents
Entering employee payroll in the State’s Core system
Preparing purchase requisitions, purchase orders, and billing invoices
Maintaining detailed records for Federal, State, and FEMA projects
Managing inventory and supplies
Recording vehicle and equipment mileage and usage in the STARS system
Responding to calls from the public, municipalities, and other state agencies regarding roadway or traffic concerns
Checking heating fuel tanks
Performing gas meter readings
Assisting with snow removal
Completing general cleaning duties such as sweeping and restroom maintenance
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