Transportation Supervisor's Assistant(Office/On-Site)

Introduction

Are you a self-motivated professional who excels at multitasking, and performing clerical and payroll duties?

Do you want to help shape the future of transportation in CT?

If so, come make an impact by serving your State!

Read below & apply today!

The State of Connecticut, Department of Transportation (CTDOT), is now accepting applications for our Transportation Supervisor's Assistant roles, district wide.

The current vacancy is in our Willington Repair facility, but candidates applying for this job posting will be considered for future vacancies statewide.

WE CAN OFFER YOU

• Visit our newState Employee Benefits Overview page!
• 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.
• Join an award-winning agency! CTDOT was 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!

POSITION HIGHLIGHTS

• Full-time (40 hours per week)
• First shift (7:30 AM - 4:00 PM)
• Office/On-site

THE ROLE

This position is in a maintenance garage environment, in which you will:

• 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

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 20 miles of the posted job locations.

ABOUT US

As one of Connecticut's largest State agencies, DOT employs approximately 3,300 individuals statewide in five bureaus. It is the DOT's mission to improve quality of life through transportation. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving environmental and cultural resources. The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged.

Learn more about our mission, vison, and values by clicking here!

Watch the video below to see what it's like to be a State of CT employee!

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 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 Anamaria Giangarra at Anamaria.giangarra@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 in the operation of a Department of Transportation garage.

EXAMPLES OF DUTIES

• 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;
• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of
  • general office systems and procedures;
  • spelling, punctuation and grammar;
• Skills
  • interpersonal skill;
  • oral and written communication skills;
  • in performing arithmetical computations;
• Ability to
  • operate office equipment which includes computers, tablets and other electronic equipment;
  • perform basic clerical tasks;
  • perform basic maintenance tasks.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

One (1) year of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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.

PREFERRED QUALIFICATIONS

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

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.