The Department of Emergency Services and Public Protection (DESPP) is recruiting for an Administrative Assistant to support the Forensic Laboratory Support Section within the Division of Scientific Services (DSS).
Are you a savvy and organized administrative professional who has a passion for science?
If so, we invite you to explore this opportunity with the State of Connecticut!
This is a first shift, full-time, 40 hours/week position with a Monday through Friday schedule. This position will be centrally located at the Forensic Lab at 278 Colony Street in Meriden, CT.
In this role, you will be responsible for:
Organizing both in person and virtual meetings for various stakeholders;
Using the Laboratory Information Management System (LIMS) for high-volume data entry;
Managing inventory and ordering office supplies, as needed.
More details can be found in the class specification.
What We Do
The DSS provides forensic support to local, state and federal agencies throughout Connecticut. This division is divided into three analytical Sections, including:
Chemical Analysis Section (including toxicology, controlled substances, and arson);
Forensic Biology/DNA Section;
Identification Section (including computer crimes).
The laboratory also has two non-analytical Sections which are:
Laboratory Support Services (including Administration, Evidence Receiving, and Case Management).
What We Can Offer You
As a new state employee we offer a variety of medical and dental plans and participation in a hybrid retirement plan which provides a retirement benefit, that may include retiree health insurance. Paid time off is also offered, including 12 paid holidays per calendar year, as well as, vacation, sick and personal leave accruals. We encourage a healthy work/life balance to all employees.
Discover how you can Make an Impact
This is a competitive position, open to the public.
The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
All State employees shall follow the guidelines as listed in Executive Orders 13F (3a) and 13G (3a).
Complete a Master Application and directly apply to this recruitment.
In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. Please ensure that your application is complete. You will be unable to make revisions once you officially submit your application to the State of Connecticut.
What to Expect After You Apply:
This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error.
Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. Applicants must meet the minimum qualifications as indicated to apply for this position.
Candidates selected for an interview must provide the following at the time of interview:
Current State Employees: Two (2) most recent performance evaluations, Cover Letter, and a completed CT-HR-13 form.
Non-State Employees: Two (2) letters of professional reference from a current and/or previous supervisor, Cover letter, and a completed CT-HR-13 form.
Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation.
Also considered in this selection process: Any pending or disciplinary history within the past 2 years and review of attendance records.
Should you have any questions about the position, please contact Samantha Wasef, Human Resources Associate – Talent Solutions at Samantha.Wasef@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
Performs the most complex office administrative duties as described in the following areas:
1. TYPING: Using a personal computer or 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.
2. FILING: Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews references materials and manuals.
3. CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g. explaining department practices and/or policies) for own or manager's signature.
4. REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations.
5. 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).
6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to supervisor.
7. PERSONAL 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 using shorthand, speedwriting or machine transcription; prepares expense accounts; makes travel arrangements.
8. 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; considerable knowledge of department and/or unit policies and procedures; considerable knowledge of proper grammar, punctuation and spelling; considerable knowledge of business communications; knowledge of business math; considerable interpersonal skills; ability to operate office equipment which includes personal computers and other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to manager).
MINIMUM QUALIFICATIONS – GENERAL EXPERIENCE
Four (4) years' 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 one-half (1/2) year of experience to a maximum of two (2) years.
Experience working in a forensic laboratory setting;
Experience working with external and internal stakeholders within a laboratory;
Experience working with confidential information pertaining to the criminal justice system;
Experience working in a fast-paced environment with changing priorities and can perform high-value tasks;
Experience working with Microsoft Teams (setting up meetings, uploading documents, taking notes within the platform) or another comparable video conference platform;
Experience using Microsoft Outlook in managing calendars, setting up interviews/meetings, maintaining an executive schedule;
Experience with a Laboratory Information Management System, database maintenance and inventory systems;
Experience responding to inquiries from attorneys (prosecutor and public defense), and law enforcement;
Experience working with a workforce management software in a forensic laboratory;
Experience with ordering and receiving personal protective equipment and laboratory supplies; And
Experience with Discovery and Freedom of Information Act (FOIA) requests.