Administrative Assistant

Administrative Assistant

Hybrid

Location Newington, CT

Salary $63,777 - $82,530 annually

Job Type Open to Statewide Employees

Close Date 9 / 22 / 2025 11 : 59 : 00 PM

The State of Connecticut, Department of Transportation (CTDOT) is seeking a self-motivated, collaborative professional for an Administrative Assistant position in the Bureau of Public Transportation, Office of the Bureau Chief in Newington, CT.

What We Offer

Professional growth and development opportunities

A healthy work / life balance

Join an award-winning agency! CTDOT was recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers and named the Women's Transportation Seminar CT Employer of the Year for 2024!

We also offer the convenience of an on-site, low-cost fitness center, on-site cafeteria, and Electric Vehicle (EV) charging at our Newington, CT, Headquarters facility. All DOT facilities have ample free parking with easy access from major highways or by public transportation.

Position Highlights

Full time, 40 hours per week

Monday through Friday

First shift

Located at our headquarters in Newington, CT

Part of the NP-3 (AFSME Union)

This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy.

The Role

The Administrative Assistant to the Bureau of Chief of Public Transportation handles all administrative functions necessary to support the Bureau Chief : scheduling numerous and complex meetings with a wide variety of public officials and other stakeholders; keeping the bureau org chart; managing office correspondence to and from the wide array of stakeholders; developing / maintaining file systems to manage and improve workflow in Bureau's two work locations; developing / managing administrative performance standards and procedures, improved timeliness and responsiveness to customer and public official inquiries, and conformance to departmental administrative policies and procedures; in general, relieve the Bureau Chief of Public Transportation of as much administrative details and duties as possible by answering questions and resolving problems; provide clerical support necessary to coordinate responses to constituents, Administrators, other Bureau Chiefs, FTA, and other federal partners.

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.

Selection Plan

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.

Educational Credits : List your earned credits and degrees from accredited institutions accurately on your application.

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.

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 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 Jasmyn Raymond at Jasmyn.Raymond@ct.gov.

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

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 reference 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