Transportation Manager's Assistant (40 Hour)

Introduction

Are you a current Connecticut Department of Transportation employee looking to advance your career within the agency? If so, read below and apply today!

The State of Connecticut Department of Transportation (CTDOT) invites its eligible agency employees to apply for the position of Transportation Manager's Assistant (TMA).

WHAT WE CAN OFFER YOU

As a state employee, you would continue to have access to the following:

• Visit our new State Employee Benefits Overview page!
• Continue to work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers.
  
• Professional growth and development opportunities
• A healthy work/life balance to all employees
• Remain with an award winning agency! CTDOT has been recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE) and named the Women’s Transportation Seminar (WTS) CT Employer of the Year for 2024!

THE ROLE

This position is in a garage environment, assisting in the operations of the Transportation Maintenance Manager's 6 highway facilities and 1 specialty facility in District 2. This position is the lead to the Supervisor's Assistants in each of these facilities and the direct support to the Maintenance Manager in daily and emergency operations.
Additional duties include but are not limited to:

• Performing critical, complex recordkeeping and data entry, as well as processing and/or reviewing all daily routine paperwork related to the operations of the maintenance section to comply with contract, budget, and Department procedures.
  • This entails the processing of paperwork related to Maintenance 12s (daily rundowns), PRO-25 (mileage sheets on equipment and trucks), Maintenance Management System (MMS), employee leave balances, entering all employee payroll and payroll-related transactions on CORE labor and purchasing modules (receiving reports, purchase and stores requisitions) for material needed for VIP projects or daily needs, keeping project records for all State and Federal projects, working for natural disasters and traffic incidents as well as snow and ice control.
• Preparing personnel forms such as PER-5s, written warnings, verbal warnings, service ratings, and compiling and maintaining all snow and ice records including rest breaks, meals, equipment, work hours, and material use.
• Reporting and preparing related paperwork for employee accidents, personnel injuries, equipment damage, discipline, and lane closures.
• Maintaining garage files.
• Operating two-way radios and communicating with Supervisor's Assistants, General Supervisors, and District base staff.
• Answering telephones and providing information or taking and delivering messages including calls for road hazards and road or bridge maintenance and repairs.

The TMA is the primary contact at the Maintenance Manager's office and acts as a liaison between the employees and/or public and the Manager, General Supervisors and Assistants, District Office, or Headquarters, in the event of any weather or traffic emergency, accident, or injury, thus providing a safety net for any occurrence while the garage employees are working on the roadway and the Manager is unavailable. The TMA also assists the Manager and/or processes fact-finding hearings and interview/hiring paperwork.

REQUIREMENTS

• You 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 20 miles of the posted job location.

POSITION HIGHLIGHTS

• Monday - Friday
• Full-time (40 hours per week)
• First shift (7:30 AM - 4:00 PM)
• Location: Old Saybrook, CT
• Office/on-site work environment

Selection Plan

In order to be considered for this job opening you 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, and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.

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 by the closing date listed on the job posting.
• 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.

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 Frank DeCusati at frank.decusati@ct.gov.

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

PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Department of Transportation this class is accountable for performing a full range of general clerical and general maintenance assistance functions for the Transportation Maintenance Manager and coordinating the reports, records, correspondence and other maintenance related information received from maintenance facilities.

EXAMPLES OF DUTIES

• 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.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of general office systems and procedures;
• Skills
  • interpersonal skills;
  • oral and written communication skills;
  • in performing arithmetical computations;
• Ability to
  • operate office equipment which includes personal computers, computer terminals and other electronic automated equipment;
  • schedule and prioritize workflow;
  • read and interpret complex instructions;
  • perform basic maintenance tasks.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

Two (2) years 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.

PREFERRED QUALIFICATIONS

• Experience preparing requisitions and related purchasing documentation
• Experience taking notes during fact-finding meetings and compiling complete fact-finding packages
• Experience processing and tracking change orders and receivers using systems such as Core and STARS
• Experience completing required forms and fulfilling responsibilities during snow and ice operations
• Experience compiling data and documentation for post-storm reporting
• Experience prioritizing tasks, multi-tasking, and meeting strict, time-sensitive deadlines

SPECIAL REQUIREMENTS

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.

PHYSICAL REQUIREMENTS

• 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.

WORKING CONDITIONS

Incumbents in this class are exposed to extremes of weather conditions, occasionally to lifting of moderate weights, to poison ivy, insect bites and allergy irritants during summer months and to loud and potentially dangerous machinery.

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.