Transportation Manager's Assistant (40 Hour) - #240611-8766Fm-001

Introduction

The State of Connecticut Department of Transportation (DOT) is now accepting applications from qualified DOT employees to apply for an exciting Transportation Manager's Assistant role in the DOT Wethersfield Maintenance Facility.

Continue to Enjoy:

• Visit our new State Employee Benefits Overview page!

• A healthy work-life balance to all employees

• Professional growth and development opportunities

• Working for a Forbes top company - 'Forbes': State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule

• An award winning agency! CTDOT has been recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE) and named the Women's Transportation Seminar (WTS) CT Employer of the Year for 2024!

Position Details:

• Monday-Friday

• Full-Time (40 hours/week)

• First shift (7:30 am - 4:00 pm)

The Role: This position is in a garage environment, assisting in the operations of the Transportation Maintenance Manager's (7) maintenance garages, by being accountable for and performing a full range of general clerical and maintenance assistance functions. Various office and recordkeeping duties require preciseness, accuracy, and a sense of urgency, as these duties directly relate to public safety. You will use computer software such as Microsoft Word, Excel, PeopleSoft, and Analytical Reporting Systems extensively to fulfill many of your duties. The garage can be busy at times with various events happening at once. During these times, you will interact with and provide information to diverse populations verbally and in writing.

In this role you will:

• Work with public safety to address important issues

• Use various computer software such as Microsoft Word and Excel for basic word processing

• Use the State's CORE and STAR systems to monitor leave balances, enter employee payroll, labor and purchasing modules, receiving reports, purchase and store requisitions for material needed for VIP projects and/or daily needs

• Balance multiple deadlines and tasks while staying proactive to complete daily duties

• Support an active office with emergencies happening simultaneously

• Use interpersonal skills to work with the public

• Assist the manager with all recordkeeping, data entry, as well as processing all daily routine paperwork related to the operations of the maintenance facility

• Order materials necessary for operations through bid contracts, maintaining all snow and ice records including rest breaks, meals, equipment, man hours, and material use

Requirements:

• This position requires strong communication skills (written, oral) as well as interpersonal skills as the Transportation Managers Assistant (TMA) is the primary contact at the Maintenance Manager's office.

• You must be willing to commit and accept assignment to emergency duties, including mandatory winter overtime. (November 1 through April 30, whenever your services are needed). Out of State vacations will not be approved during this time.

• Various storm events will require you to stay at work for the duration of the storm, which at times can be up to a period of several days, to include holidays and weekends.

• You are required to hold residency within 20 miles of the posted job location.

PLEASE NOTE: Prior to hire, selected candidates will be required to complete a preemployment physical and work assessment, which will include a respirator physical to comply with the Department's Respirator Policy. A respirator fit test will be performed upon hire.

About Us: As one of Connecticut's largest State agencies, DOT employs approximately 3,000 individuals statewide in five distinct bureaus. It is our mission to provide a safe, accessible, and efficient multimodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving environmental and cultural resources. The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged.

Selection Plan

Apply:

• In order to be considered for this job opening, you must be a current State of CT employee, of the agency listed above, for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.

• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.

• In order to receive educational credits toward qualification for this job posting, 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 individual listed on this job posting.

• Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.

• Please 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.

• All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate's obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.

FOR ASSISTANCE IN APPLYING:

• Please read or watch our Applicant Tips on How to Apply!

Important Information After You Apply:

• This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the questionnaire's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.

• Read through this helpful link to prepare for your interview.

• Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.

• 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, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.

• Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

• 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 which is available at www.ct.gov/ethics.

Connect With Us:

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. Should you have any questions pertaining to this recruitment, please contact Sharon McIntosh, at Sharon.McIntosh@ct.gov.

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PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Department of Transportation this class is accountable for performing a full range of general clerical and general maintenance assistance functions for the Transportation Maintenance Manager and coordinating the reports, records, correspondence and other maintenance related information received from maintenance facilities.

EXAMPLES OF DUTIES

• Types a variety of materials in relation to other duties or as assigned;

• Enters and retrieves data on personal computers and computer terminals;

• Sets up and maintains office procedures, filing and indexing systems and forms for own use;

• Composes routine correspondence;

• Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format);

• Provides general information and referral services in response to citizen complaints or questions regarding the agency's services or authority;

• Responds to inquiries from other work units or departments/agencies;

• Applies agency policies and state statutes and regulations in responding to requests for procedural assistance;

• Maintains calendars of due dates and initiates recurring work or special clerical and/or maintenance projects accordingly;

• Processes a variety of documents in determining routine case status;

• 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 phone or form letter;

• Processes purchase requisitions or purchase orders for subsequent action;

• Prepares payment lists and billing invoices;

• Codes equipment repair work orders in the fleet management system;

• Takes minutes at meetings and fact-findings;

• Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders;

• Maintains inventory and orders supplies;

• Uses a variety of automated equipment to perform job functions;

• Coordinates daily and monthly activity reports between garages within a section;

• Assists Transportation Maintenance Manager with handling of complaints, special requests and local maintenance issues;

• Monitors balances of salt, sand and de-icing chemicals;

• Schedules preconstruction meetings;

• Operates radio communications equipment;

• Performs snow removal around facility and gas tanks;

• May lead lower level employees in carrying out assigned clerical and/or maintenance functions;

• May distribute mail;

• May mow and perform general maintenance functions around facility;

• May assist stores section with material handling;

• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of general office systems and procedures;

• Skills

• interpersonal skills;

• oral and written communication skills;

• in performing arithmetical computations;

• Ability to

• operate office equipment which includes personal computers, computer terminals and other electronic automated equipment;

• schedule and prioritize workflow;

• read and interpret complex instructions;

• perform basic maintenance tasks.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

Two (2) years of general maintenance support experience that includes a substantial portion of time on related clerical duties such as described in the Examples of Duties section may be substituted for the General Experience.

PREFERRED QUALIFICATIONS

• Experience working in a fast paced, customer service-oriented environment

• Experience with programs such as Core and Stars

• Experience project recordkeeping

• Experience preparing purchase requisitions, receiving reports, and change orders

• Experience with FEMA calculations and documentation

• Experience utilizing Microsoft Office suite (Word, Excel, etc.) for a variety of clerical/office tasks, including typing and editing documents

• Experience conducting accurate/detailed recordkeeping

• Experience prioritizing work, multi-tasking, and meeting time-sensitive deadlines

• Experience answering phone calls, and taking and fielding messages

• Experience sorting and filing materials

• Experience with Microsoft Outlook; sending and fielding emails, scheduling meetings

SPECIAL REQUIREMENTS

Incumbents in this class must be willing to accept assignment to emergency duties, including snow and ice removal maintenance and/or office support whenever their services are required.

PHYSICAL REQUIREMENTS

• Incumbents in this class must have sufficient strength, stamina, physical agility and visual and auditory acuity and must maintain such physical fitness in order to perform the duties of the class.
• A physical examination may be required.

WORKING CONDITIONS

Incumbents in this class are exposed to extremes of weather conditions, occasionally to lifting of moderate weights, to poison ivy, insect bites and allergy irritants during summer months and to loud and potentially dangerous machinery.

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.