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Administrative Assistant

Administrative Assistant

locationMiddletown, CT, USA
PublishedPublished: 7/3/2025
Administrative
Full Time
$63,777 - $82,530

Introduction


Are you seeking career growth within the State of Connecticut? If so, consider this new and exciting opportunity!

The State of Connecticut, Department of Emergency Services and Public Protection (DESPP) is currently recruiting for an Administrative Assistant to work within the Division of Emergency Management and Homeland Security (DEMHS) Admin team.

WHAT WE CAN OFFER YOU

  • Visit our NEWState Employee Benefits Overview page!
  • The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule
  • Professional growth and development opportunities
  • A healthy work/life balance to all employees
  • The State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information


POSITION HIGHLIGHTS

  • This position is full-time, following a first shift schedule, 40 hours per week, 8:00 AM - 4:30 PM, Monday through Friday.
  • This position will report directly to the Deputy Commissioner for DESPP, responsible for DEMHS, and support the Deputy Commissioner with their daily administrative function support needs.
The Division of Emergency Management and Homeland Security (DEMHS) is charged with developing, administering, and coordinating a comprehensive and integrated statewide emergency management and homeland security program that encompasses all human-made and natural hazards, and includes prevention, mitigation, preparedness, response, and recovery components to ensure the safety and well-being of the citizens of Connecticut.

  • Critical missions of DEMHS include terrorism prevention, coordination of emergency preparedness, response, recovery, and mitigation, and administering federal emergency management and homeland security grant programs, including disaster aid.
  • DEMHS manages the state’s response to emergencies in coordination with local municipalities, other state agencies and federal and nongovernmental partners.
  • This may include operation of the State Emergency Operations Center (SEOC) if activated by the Governor.


ABOUT US

The DESPP is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance, and scientific services utilizing enforcement, prevention, education and state of the art science and technology. DESPP is structured on three key Strategic Pillars created by Commissioner Ronnell Higgins.

1. Operational Efficiency, Efficacy and Excellence

  • Making decisions through the thoughtful and informed use of data
  • Challenging the "that's the way it's always been done" construct—i.e., thinking outside the box as to how we can improve
  • Constantly seeking better results


2. Shared Fiscal Responsibility

  • Recognizing our collective responsibility to steward the agency's resources
  • Realigning planned budgetary actions to ensure that they are in taxpayers' interests
  • Preparing together for potential budget stresses and fiscal challenges


3. Ethics and Accountability

  • Critically and constantly measuring our practices against our policies
  • Performing quarterly performance evaluations agency-wide to measure success and flag areas needing improvement
  • Regularly engaging external partners for feedback and assessments
  • Opening our doors to Connecticut students and workers for apprenticeships, internships, and career pathways


For an inside look at what it's like to work as an employee for the State of Connecticut, please watch the video below!

Selection Plan


FOR ASSISTANCE IN APPLYING:

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process.

BEFORE YOU APPLY:

  • Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.
  • Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below.
  • Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.
  • Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
  • Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing DAS.SHRM@ct.gov.
  • Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.
  • Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.


AFTER YOU APPLY:

  • Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).
  • Prepare For An Interview:Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression!
  • Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
  • Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at www.ct.gov/ethics.

DEPARTMENT OF EMERGENCY SERVICES AND PUBLIC PROTECTION:

Candidates selected for an interview must provide the following at the time of interview:

State Employees:

  • Two (2) most recent performance evaluations
  • Completed CT-HR-13


Non-State Employees:

  • Two (2) professional references contact information including name, email and phone number (at least one being a current and/or previous supervisor)
  • Completed CT-HR-13


Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation. Any pending disciplinary history within the past 2 years and review of attendance records are also considered in this selection process.

Click here to complete the Criminal Convictions addendum (CT-HR-13). The CT-HR-13 can also be found on the DAS website by typing in "CT-HR-13" into the "Search Department of Administrative Services" search field.

QUESTIONS? WE’RE HERE TO HELP:

Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Alejandro G. Dávila-Hurtado at Alejandro.Davila-Hurtado@CT.Gov.

Join the State of Connecticut and take your next career step with confidence!

PURPOSE OF JOB CLASS (NATURE OF WORK)


In a state agency this class is accountable for independently performing the most complex tasks in providing both office administration and secretarial support for a major program.

EXAMPLES OF DUTIES


Performs the most complex office administrative duties as described in the following areas:

  • TYPING:
    • Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.;
    • Proofreads for content;
    • Edits using knowledge of grammar, punctuation and spelling.
  • FILING:
    • Designs office filing systems;
    • Organizes and maintains files (including confidential files);
    • Maintains, updates and reviews references materials and manuals.
  • CORRESPONDENCE:
    • Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.
  • REPORT WRITING:
    • Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports;
    • Analyzes information and may make recommendations.
  • INTERPERSONAL:
    • Acts for manager by interpreting established policies and procedures, etc.;
    • Troubleshoots by relieving manager of as much administrative detail as possible;
    • Acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).
  • PROCESSING:
    • Screens letters, memos, reports and other materials to determine action required;
    • May make recommendations to supervisor.
  • SECRETARY:
    • Arranges and coordinates meetings (including space and equipment);
    • Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports);
    • Writes minutes of meetings, lectures, conferences, etc. from rough draft;
    • Takes notes and/or meeting minutes;
    • Prepares expense accounts;
    • Makes travel arrangements.
  • OFFICE MANAGEMENT:
    • Authorizes purchases and payments (within prescribed limits of authority);
    • Develops input and prepares documentation for office and/or department budget;
    • Coordinates budget control and monitoring;
    • Develops office and/or department procedural manuals;
    • Assists in interviewing and hiring office support staff;
    • Trains office support staff;
    • May supervise office support staff.
  • Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY


  • Considerable knowledge of
    • office administration and management;
    • department and/or unit policies and procedures;
    • proper grammar, punctuation and spelling;
    • business communications;
  • Knowledge of business math;
  • Considerable
    • interpersonal skills;
    • oral and written communication skills;
  • Ability to
    • operate office equipment which includes computers, tablets, and other electronic equipment;
    • operate office suite software;
    • take notes (shorthand, speedwriting or other method acceptable to manager).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE


Four (4) years of experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE


One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED


College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

PREFERRED QUALIFICATIONS


  • Experience with Microsoft Office programs including Word, Excel, Outlook, and
  • Teams;
  • Experience managing competing priorities while meeting deadlines;
  • Experience communicating with internal and external stakeholders;
  • Experience with composing correspondences and scheduling meetings;
  • Experience researching, generating and maintaining reports; and
  • Experience with recording and transcribing meeting minutes.

Conclusion


AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

Salary range

  • $63,777 - $82,530