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Administrative Assistant (Confidential)

Recruitment # 251226-3591CA-001

Location Newington, CT

Date Opened 12/31/2025 12:00:00 AM

Salary $63,777* - $84,183/year (*Employees new to state service start at the minimum)

Job Type Open to the Public

Close Date 1/8/2026 11:59:00 PM

Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits)

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+ Introduction

Are you an administrative professional who has strong time management, organizational and communication skills?

If so, we encourage you read below & apply today!

The State of Connecticut (https://portal.ct.gov/) Department of Transportation (DOT) (https://portal.ct.gov/dot) , is seeking a highly motivated and experienced Administrative Assistant (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=3591CA&R1=undefined&R3=undefined) to support Labor Relations and Human Resources in meeting the rapidly evolving needs of Agency leadership by delivering efficient, customer-focused services that advance the mission of the Connecticut DOT.

WE CAN OFFER YOU

+ Our State Employee Benefits Overview (https://www.jobapscloud.com/CT/jobs/?b=Benefits) page!

+ Professional growth and development opportunities.

+ Extensive pension plan and supplemental retirement offerings

+ Paid time off including 13 paid holidays per calendar year

+ On-site low-cost fitness center, on-site cafeteria and Electric Vehicle (EV) charging

+ Ample free parking with easy access from major highways or by public transportation

+ Tuition reimbursement

+ A healthy work/life balance (https://www.youtube.com/watch?v=y6n9M1Qd5fo) to all employees.

+ Working for an award winning agency! CTDOT was recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE (https://sections.asce.org/connecticut/awards) ) and named the Women's Transportation Seminar (WTS (https://user-qiydjxo.cld.bz/WTS-CT-2023-Year-in-Review-Newsletter/4-5/) ) CT Employer of the Year for 2024!

POSITION HIGHLIGHTS

+ Monday through Friday

+ Full Time, 40 hours per week

+ First shift

+ Location: Newington

+ 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 Policy can be found here (https://portal.ct.gov/-/media/OPM/OLR/Notices/2021-TW-final-agreement-with-arbitrated-issue-included.pdf) . Employees in their initial working test period must work on site in the office.

THE ROLE

The ideal candidate for this position will thrive in a fast-paced environment and possess strong time management, organizational and communication skills.

Duties include but not limited to:

+ Provide direct assistance to Labor Relations and Human Resources (may assist with onboarding processes, tracking and filing HR paperwork).

+ Contribute to streamlining administrative workflows that promote efficiency.

+ Manage calendars: schedule grievances, fact-finding meetings, and administrative meetings within prescribed timelines.

+ Maintain Labor Relations database: track investigations, corrective actions, grievances.

+ Prepare, edit and maintain files for investigations, arbitrations, or administrative meetings.

+ Draft and format correspondence, reports, and presentations.

+ Organize and maintain documentation related to Freedom of Information (FOI) and Union requests, ensuring timely and accurate responses.

+ Assist with oversight of the Agency’s Drug and Alcohol Program, ensuring compliance with federal and state regulations and supporting program administration.

+ Compile, analyze, and prepare reports and data to support decision-making, compliance, and performance tracking.

+ Handle sensitive information with confidentiality and professionalism.

+ Other related duties.

ABOUT DOT

The mission of the Connecticut Department of Transportation is to provide a safe and efficient intermodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. We are looking for energetic and driven team players who are passionate about serving the public and about the work we do to deliver the DOT's mission. To learn more about our mission, vision and values, please click here (https://portal.ct.gov/dot/about-us/mission-vision-pillars-and-values?language=en\_US) .

Selection Plan

Check out our Applicant Tips on How to Apply! (https://www.youtube.com/watch?v=Y8sOb10qYXQ) Need more resources? Visit our Applicant Toolkit (https://portal.ct.gov/das/home/services-for-state-employees/statewide-human-resources/applicant-reference-library?language=en\_US) 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 on the job posting.

+ Resume Policy: Per Public Act 21-69 (https://www.cga.ct.gov/2021/act/pa/pdf/2021PA-00069-R00SB-00056-PA.pdf) , 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 [email protected].

+ 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 Jasmyn Raymond at Jasmyn.Raymond (http:) @ct.gov.

Join the State of Connecticut and take your next career step with confidence!

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:

+ TYPING

+ Using a 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.

+ FILING

+ Designs office filing systems;

+ Organizes and maintains files (including confidential files);

+ Maintains, updates and reviews references 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.

+ 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.

+ 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;

+ 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 one-half (1/2) year of experience to a maximum of two (2) years.

PREFERRED QUALIFICATIONS

+ Experience providing administrative support for Labor Relations or Human Resources management in collaboration with Agency leadership, within a unionized environment.

+ Experience managing multiple projects or assignments with effective time management and prioritization skills.

+ Experience using case tracking or document management systems to organize and monitor workflows.

+ Experience with organizing, scheduling and coordinating multiple meetings across varied participants and calendars.

+ Experience preparing reports, documents or materials for Labor Relations or Human Resources meetings or investigations.

+ Experience with taking accurate notes during fact-finding investigations and/or meetings.

+ Experience communicating effectively, orally and in writing, with internal and external stakeholders.

+ Experience in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other administrative tools.

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.

Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online