Office Assistant

Introduction

The Connecticut Department of Energy and Environmental Protection (DEEP) is looking to hire an Office Assistant to work in the Marine District Headquarters in Old Lyme, CT.\r\n\r\n\r\n\r\nWHAT WE CAN OFFER YOU\r\n\r\n\r\n\r\n Visit 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 The 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.\r\n\r\nPOSITION HIGHLIGHTS\r\n\r\n\r\n\r\n Work Location: DEEP-Marine District Headquarters, 333 Ferry Rd, Old Lyme, CT 06371.\r\n 40 hrs/week Monday-Friday 8:00am-4:30pm (full time in office).\r\n\r\nPOSITION DUTIES\r\n\r\n\r\n\r\n Assist walk-in customers with purchase of various hunting and fishing licenses.\r\n Process payments of cash, checks and credit card for various licenses and passes sold by DEEP.\r\n Record daily sales and assemble deposits for both bank drop off and check scanning.\r\n Use mailing software to create mailing labels for package mailing.\r\n Process fulfillment of online product purchases. Compile daily purchase reports, use mail merge to generate mailing envelopes. Mail out products.\r\n Provide assistance for customer inquiries by answering questions or directing them to proper staff for assistance.\r\n Reviewing customer records for duplicates and reconciling.\r\n May open mail, answer phones or other office duties as needed.\r\n\r\nABOUT US\r\n\r\nCT DEEP is charged with conserving, improving and protecting Connecticut's natural resources and environment as well as making affordable, clean and reliable energy available for the people and businesses of the state. The agency is also committed to playing a positive role in building Connecticut's green economy and fostering a sustainable and prosperous economic future.\r\n\r\n\r\n\r\nFor an inside look at what it's like to work as an employee for the State of Connecticut, please watch the video below!\r\n\r\n\r\n\r\n \r\n \r\n \t\t\t\t\t\t\r\n \r\n \r\n \r\n\r\n\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 Toolkit�for additional support throughout the recruitment process.�\r\nBEFORE YOU APPLY:�\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 by the closing date listed on the job posting.�\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.�\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\r\n\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\nAFTER YOU APPLY:�\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.\r\n 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\r\n\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!�\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\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 Brianna Linehan at Brianna.Linehan@ct.gov.�\r\nJoin the State of Connecticut and take your next career step with confidence!\r\n

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.\r\n

EXAMPLES OF DUTIES

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

KNOWLEDGE, SKILL AND ABILITY

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

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of�general clerical work experience.\r\n

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.\r\n

PREFERRED QUALIFICATIONS

\r\n Experience with customer service including, in-person transactions, communicating with the public to answer questions by email and phone and directing inquiries to department staff.\r\n Experience processing payments using cash, checks and credit card systems.\r\n Experience with financial reconciliation including recording daily sales and preparing bank deposits.\r\n Experience with data entry including reviewing, updating and reconciling customer records.\r\n Experience managing more than one task simultaneously, maintaining records or files and completing work within established timelines.\r\n Experience with Microsoft Office applications including word, excel, outlook and Teams.\r\n\r\n

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.\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

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.\r\n