Office Assistant

Introduction

The State of ConnecticutMilitary Department (CTMD) is accepting applications for an Office Assistant position in the mailroom located at Governor William A. O'Neill Armory in Hartford, CT.

POSITION HIGHLIGHTS:

• First-Shift
• Full-Time (40 hours per week)
• Monday - Friday 7:30am - 4:00pm
• In-state travel may be required using State owned or leased vehicles. The selected candidate must have and maintain a valid, unexpired driver's license and comply with all requirements of DAS General Letter 115.

THE ROLE:

This is an in-office position, supporting the CT National Guard's (CNG) Department of Information Management (DOIM). The Office Assistant must obtain and maintain security clearance. Primarily, the Office Assistant will work independently on routine tasks, and will collaborate when needed with other CNG departments and state departments and agencies as needed. Examples of duties include:

• Coordinating the internal printing services program (tracking of requests, status and delivery of final products). Processing basic edits to documents for print formatting. Printing and assembling final products, to include cutting, lamination and binding, as necessary.
• Publications management and tracking. Serving as a point of contact for units and departments requesting specific publications from higher-level agencies and help process publication account access requests.
• Mailroom assistance. Providing assistance and coverage for federal/state mailroom, processing inbound mail and parcels, processing outbound mail, and managing mailbox assignments.
• Lifting/carrying packages up to 50 lbs. Using flatbed carts and other types of hand carts.
• Assisting with implementing a records management program for official military records, assisting by coordinating between federal and state military department offices.
• Assisting with Federal/State Freedom of Information request processing.

WHAT WE OFFER:

• A chance 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
• 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.
• Industry leading health benefits, including medical and dental coverage, paid time off, including 13 paid holidays per calendar year.
• State Employee Retirment System (SERS) Tier IV Defined Contribution Plan (new hires after 7.31.17).
• Voluntary Deferred Compensation 457 Retirement Savings Plan.
• Paid time off - including 13 holidays per calendar year.

ABOUT US:

We are a unique dual-status agency, having both federal and state missions. The CTMD’S primary public responsibilities are:

(1) To support the CT National Guard enabling the National Guard to provide ready units for Federal or State requirements;
(2) To train, resource and coordinate state emergency response assets, and;
(3) To plan for and protect citizens and their property in times of war, terrorism, invasion, rebellion, riot or disaster.
The CTMD is committed to conducting military operations in an environmentally friendly manner.

FOR ASSISTANCE IN APPLYING:

Please visit our 'Applicant Tips on How to Apply' page.

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.
NOTE: In addition to the checking of references and of facts stated in the application, offers of employment will be conditional upon successful completion of a federal background investigation.

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 mil.hr@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.

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 Erica Blackmon at mil.hr@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 a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

EXAMPLES OF DUTIES

Performs the full range of general clerical duties as described in the following areas:

• 
  TYPING:
  
  • Types a variety of materials in relation to other duties or as assigned;
  • Enters and retrieves data on computers, tablets, and other electronic equipment.
• 
  FILING:
  
  • Sets up and maintains office procedures, filing and indexing systems and forms for own use.
• 
  CORRESPONDENCE:
  
  • Composes routine correspondence.
• 
  REPORT WRITING:
  
  • Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
• 
  INTERPERSONAL:
  
  • Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority;
  • Responds to inquiries from other work units or departments/agencies;
  • Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance;
  • May lead lower level employees in carrying out assigned clerical functions.
• 
  PROCESSING:
  
  • Maintains calendars of due dates and initiates recurring work or special clerical 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 correspondence;
  • Processes purchase requisitions/purchase orders for subsequent action;
  • Prepares payment lists and billing invoices;
  • Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders;
  • Maintains files, journals or account ledgers by posting credits, expenditures, interest, etc.;
  • Figures payments, costs, discounts and adjustments using prescribed methods and formulas;
  • Receives monies in various forms such as cash, checks and money orders and prepares for deposit;
  • Maintains inventory and orders supplies;
  • Uses a variety of electronic equipment to perform job functions.
• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of office systems and procedures including proper telephone usage and filing;
• 
  Skills
  
  • interpersonal skills;
  • oral and written communication skills;
  • performing arithmetical computations;
• 
  Ability to
  
  • perform a full range of clerical tasks;
  • operate office equipment which includes computers, tablets, and other electronic equipment;
  • operate office suite software;
  • schedule and prioritize workflow;
  • read and interpret complex instructions.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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

PREFERRED QUALIFICATIONS

• Experience in formatting, entering, and retrieving data electronically or manually.
• Experience working with Mircrosoft Office Suite (O365, Teams, Outlook, Word, Excel - including pivot tables and graphs), Publisher.
• Experience using Adobe products for creating, editing and publishing documents.
• Experience in a high-volume work environment with multiple competing priorities and deadlines.
• Experience developing and maintaining basic office procedures and electronic files and records.
• Experience working with military personnel in an official capacity.

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

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.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.