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Administrative Assistant

Recruitment # 251230-3591CL-001

Location Middletown, CT

Date Opened 1/5/2026 12:00:00 AM

Salary $63,777 - $82,530/year

Job Type Open to the Public

Close Date 1/15/2026 11:59:00 PM

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

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+ Introduction

Do you have clerical experience and want to advance in your career? If so, we invite you to check out this opportunity with the State of Connecticut (https://portal.ct.gov/) !

The Connecticut Department of Emergency Services and Public Protection (https://portal.ct.gov/DESPP) (DESPP) is hiring an Administrative Assistant (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=3591CL&R1=&R3=) with the Division of Emergency Management and Homeland Security (https://portal.ct.gov/despp/services/emergency-management-and-homeland-security) (DEMHS) in Middletown.

WHAT WE CAN OFFER YOU

+ NEW: Visit our State Employee Benefits Overview (https://www.jobapscloud.com/CT/jobs/?b=Benefits) page to learn about our medical and dental insurance plans, sick/vacation/personal leave accruals, state holidays, tuition reimbursement and more!

+ Professional growth and development opportunities.

+ A healthy work/life balance to all employees (https://www.jobapscloud.com/ct/sup/EVPPDF123020.pdf) .

Our state has a lot to offer - from fun activities for all ages, to great food and shopping, to beautiful state parks and forests (https://ctparks.com/) , to our diverse cultures and rich history. Connecticut is a great place to live! Learn more about Connecticut here (https://www.ctvisit.com/) .

POSITION HIGHLIGHTS

This is a full-time, 40 hour per week position on first shift. Schedule is Monday-Friday between 8:00am and 4:30pm.

The Division of Emergency Management and Homeland Security (DEMHS) is charged with developing, administering, and coordinating a comprehensive and integrated statewide emergency management and homeland security program that encompasses all human-made and natural hazards, and includes prevention, mitigation, preparedness, response, and recovery components to ensure the safety and well-being of the citizens of Connecticut. Critical missions of DEMHS include terrorism prevention, coordination of emergency preparedness, response, recovery, and mitigation, and administering federal emergency management and homeland security grant programs, including disaster aid. DEMHS manages the state’s response to emergencies in coordination with local municipalities, other state agencies and federal and nongovernmental partners. This may include operation of the State Emergency Operations Center (SEOC) if activated by the Governor.

This position will report directly to the Deputy Commissioner for DESPP, responsible for DEMHS, and support the Deputy Commissioner with their daily administrative function support needs. Examples of daily duties could include:

+ Meet daily with the Deputy Commissioner to establish their daily schedule and identify what support they will require for their scheduled activities;

+ Schedule meetings (in person and virtual) for the Deputy Commissioner;

+ Create meeting agendas, attend meetings, and complete meeting minutes;

+ Prepare documents for signature and obtain necessary approvals to apply signatures;

+ Support records retention and filing needs of the Division;

+ Prepare and submit travel authorization requests;

+ Triage Divisional staff requests needing leadership action;

+ Support activations of the State Emergency Operations Center (SEOC) in Hartford.

ABOUT US

DESPP is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance, and scientific services utilizing enforcement, prevention, education and state of the art science and technology. DESPP is structured on three key Strategic Pillars created by Commissioner Ronnell Higgins (https://portal.ct.gov/despp/division-of-emergency-service-and-public-protection/ronnell-higgins-biography?language=en\_US) .

1. Operational Efficiency, Efficacy and Excellence • Making decisions through the thoughtful and informed use of data • Challenging the "that's the way it's always been done" construct—i.e., thinking outside the box as to how we can improve • Constantly seeking better results

2. Shared Fiscal Responsibility • Recognizing our collective responsibility to steward the agency's resources • Realigning planned budgetary actions to ensure that they are in taxpayers' interests • Preparing together for potential budget stresses and fiscal challenges

3. Ethics and Accountability • Critically and constantly measuring our practices against our policies • Performing quarterly performance evaluations agency-wide to measure success and flag areas needing improvement • Regularly engaging external partners for feedback and assessments • Opening our doors to Connecticut students and workers for apprenticeships, internships, and career pathways

For an inside look at what it's like to work as an employee for the State of Connecticut, please watch the video below!

Selection Plan

RECRUITMENT INFORMATION: Candidates selected for an interview must provide the following at the time of interview:

State Employees

+ Two (2) most recent performance evaluations

+ Completed CT-HR-13

Non-State Employees

+ Two (2) professional reference contact information including name, email, and phone number (at least one being a current and/or previous supervisor)

+ Completed CT-HR-13

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. Any pending disciplinary history within the past 2 years and review of attendance records are also considered in this selection process.

Click here (https://portal.ct.gov/-/media/DAS/Statewide-HR/A---Z-Listing-Task-PDFs/Criminal-Convictions---Addendum-to-Application-for-Examination-or-Employment-Form---CT-HR-13.pdf) to complete the Criminal Convictions addendum (CT-HR-13). The CT-HR-13 can also be found on the DAS website (https://portal.ct.gov/DAS) by typing in "CT-HR-13" into the "Search Department of Administrative Services" search field.

FOR ASSISTANCE IN APPLYING:

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library (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.

+ 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 Jake Ferrari at [email protected].

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 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 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.

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

PREFERRED QUALIFICATIONS

+ Experience with Microsoft Office programs including Word, Excel, Outlook, and Teams;

+ Experience managing competing priorities while meeting deadlines;

+ Experience communicating with internal and external stakeholders;

+ Experience with composing correspondences and scheduling meetings;

+ Experience researching, generating and maintaining reports;

+ Experience with recording and transcribing meeting minutes.

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.

Click on a link below to apply for this position:

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