Development Administrative Assistant Jobs in Springfield, MA

Introduction

\r\nThe Office of the Treasurer has an exciting opportunity for you and,would love to have you join our team!\r\nThe State of Connecticut, Office of the State Treasurer (OTT) is recruiting for a full-time Administrative Assistant to support the Pension Fund Management Division.\r\n\r\nWhat We Can Offer You:\r\n\r\n\r\n View our new State Employee Benefits Overview page!\r\n Professional growth and development opportunities.\r\n A healthy work-life balance to all employees!\r\n\r\n\r\nPosition Highlights:\r\n\r\n\r\n Full-Time, 40 hours per week\r\n Monday - Friday\r\n Centrally located in Hartford, CT\r\n Dedicated, off street parking,\r\n Conveniently located in downtown Hartford, close to major highways\r\n\r\n\r\nDiscover the opportunity to:\r\n\r\n\r\n Apply your administrative assistance experience in a professional environment;\r\n Coordinate travel, prepare expense reports, maintain records and plan meetings;\r\n Excel in a fast-paced office environment;\r\n Be a solution-focused team member and/or independent worker (based on the assigned task);\r\n Demonstrate your proficiency in Microsoft Office.\r\n\r\n\r\nAbout Us:\r\nThe Office of the Treasurer exists to provide and ensure effective financial management of public resources, high standards of professionalism and integrity, and expanding opportunity for State of Connecticut residents and businesses.\r\n\r\n\r\n\r\nAbout the Department:\r\nThe Pension Funds Management Division (PFM) administers the investment programs of the Connecticut Retirement Plans and Trust Funds (CRPTF), which include six state pension funds and twelve state trust funds. As the principal fiduciary of the CRPTF, State Treasurer Erick Russell is responsible for overseeing the investment of assets that support approximately 212,000 state and municipal employees, teachers, retirees, and survivors who rely on these pension plans. He also manages the trust funds that provide critical financial support for academic programs, grants, and statewide initiatives.\r\n\r\n

Selection Plan

FOR ASSISTANCE IN APPLYING:\r\nCheck out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process.\r\n\r\n\r\n\r\nBEFORE YOU APPLY:\r\n\r\n\r\n 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. \r\n 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.\r\n 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.\r\n 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.\r\n 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.(Opens in new window)\r\n 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.\r\n 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.\r\n\r\n\r\n\r\nAFTER YOU APPLY:\r\n\r\n\r\n Some email providers may experience delays or issues delivering messages. To avoid missing important updates-such as referral questionnaires or interview scheduling links-please check your Personal Status Board regularly. For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select "Update My Contact Information."\r\n 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).\r\n 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! Note:If scheduled to interview, current state employees will be required to bring a copy of their last two annual performance evaluations.\r\n 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.\r\n The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.\r\n 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.\r\n\r\n\r\n\r\nQUESTIONS? WE'RE HERE TO HELP:\r\nDue 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 Josh Lelyveld at josh.lelyveld@ct.gov. (Opens in new window)\r\n

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. \r\n

EXAMPLES OF DUTIES

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

KNOWLEDGE, SKILL AND ABILITY

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

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

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

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

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

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. \r\n

PREFERRED QUALIFICATIONS

\r\n Administrative experience in a professional environment, preferable in investment management, asset management, investment banking or similar industry;\r\n Experience with organizing travel, submitting travel expenses, processing documents for approval, maintaining records and planning meetings;\r\n Demonstrated experience working in a fast-paced environment and prioritizing competing tasks under deadline pressure, remaining organized and following up as needed with stakeholders;\r\n Experience handling confidential information with discretion;\r\n Service-oriented, solutions focused, collaborative individual with experience working independently as a part of a team;\r\n Proficiency in Microsoft Outlook, Word, Excel, SharePoint, Teams and PowerPoint as well as Adobe Acrobat;\r\n Quick to learn and adapt to new systems.\r\n\r\n

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER\r\nThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.\r\n