Administrative Assistant

Introduction

This vacancy supports the Livable City Initiative. The Livable City Initiative (LCI) is a neighborhood-focused agency with a mission to enhance the experience of the individuals who live and work in the City of New Haven. We achieve this mission and vision by encouraging the involvement of other city agencies, the public and enterprise. Through the cooperative efforts of the private sector, we will create a vibrant and exciting New Haven.

LCI Seeks To Accomplish This Mission Through

• Enforcement of the city's housing code and public space requirements.
• Design and implementation of housing programs to support high quality, affordable, and energy efficient housing opportunities.
• Educating and increasing awareness on solutions for neighborhood concerns.
• Design and implementation of public improvements and programs to facilitate safer, healthier, and more attractive communities.
  
  

Primary Functions

This position is responsible for providing administrative support in the operation of an office or department. Through skilled clerical, secretarial, and administrative work, incumbent supports directors, managers and other department employees in a variety of administrative or program assignments.

Work typically includes reception; utilizing computers to: enter/maintain data, produce correspondence or other materials, and process electronic or paper forms/information; and record keeping. The variety of work may differ among departments where this position is utilized. Work performed requires a high degree of accuracy, the ability to meet time schedules and/or deadlines and, at times, the responsibility to maintain confidential/sensitive information.

Work is performed with a degree of independence according to general or specific instructions and at times may be self-initiated. Work is reviewed by conferences, reports and/or observation of results.

Typical Duties And Responsibilities

• Greets and assists visitors; answers and screens phone calls. Routes visitors and callers to the appropriate party.
• Handles and routes mail, depending on assigned department may arrange appointments, meetings, and/or conferences for director(s) or others in the department.
• Handles routine requests for information, procedural guidelines or assistance over the telephone or in person. Gives information to other divisions and the public requiring knowledge of departmental rules, regulations, and procedures. May assist in resolving administrative problems as assigned.
• Maintain polite and professional communication via phone, email and all other forms of correspondence.
• Uses computers and/or other standard office equipment to generate items such as but not limited to correspondence, reports, spreadsheets, presentations and/or other documents required to provide administrative support and efficient operation of the office.
• Uses computers to compile and/or perform data entry. Retrieves data to produce reports, perform audits and/or to conduct research.
• Creates and/or maintains electronic and/or paper records and files according to established procedures. Searches files for information. May maintain less complex accounting, financial, and cost records where no technical knowledge is required. May handle personnel records.
• Depending on assigned department may handle financial and, purchasing functions, payroll functions, and expenditure functions.
• Depending on assigned department prepares payroll, vouchers, requisitions, and purchase orders. Performs routine posting to ledgers, account books or other records. Assists in or maintains inventory and orders supplies.
• Depending on assigned department may assist in planning, preparing, and coordinating the preparation of capital and operating budgets, including analysis of budget requests.
• Depending on assigned department may arrange and schedule preparations for meetings of a Board or Commission and may act as recording secretary.
• Performs related work as required.
  
  

Education, Qualifications & Experience

Graduation from a high school, which may be supplemented by college level courses relevant to the job duties performed by this position; and at least 2 years of experience with administrative work such as described in the duties of this position; or any equivalent combination of training and experience that provides the following knowledge, skills, and abilities:

Knowledge, Experience, Skills & Abilities

• Considerable knowledge of modern office systems, practices and procedures.
• Computer literacy skills, including knowledge of Microsoft Office Suite programs, primarily MSWord MSExcel, and Outlook.
• Considerable knowledge of business English, spelling and arithmetic.
• Ability to maintain record systems and to assemble and prepare reports from such records.
• Ability to effectively express ideas orally and in writing as well as to understand and follow oral and written instructions.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to research, assimilate data and present findings orally and in readable narrative form when necessary.
• Ability to be professional, polite, attentive and accurate.
• Ability to be organized, manage time to meet deadlines, anticipate needs, be detail oriented and resourceful.
  
  

SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT

This is a Special Fund, "Non-Tested" position. Continued employment contingent upon future funding. Funding may be terminated at any time. This posting will be open until filled.

This position is included in a collective bargaining agreement with Local 884, American Federation of State, County and Municipal Employees.

Bargaining agreements available to review HERE.

Special Funded employees shall not be covered by the City pension but shall continue to be covered by Social Security.

The City of New Haven does not sponsor employment visas. All applicants must have current authorization to work in the U.S. without employer-sponsored visa support.

Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening in accordance with the City’s Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.

Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana.

Selection Plan

Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification.

It is critical that you complete the application thoroughly, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. Your application and resume should indicate that you meet the minimum requirements as listed. This information may be used to determine the eligibility list. Submissions may be evaluated prior to a posted closing date, and a hiring decision may be made prior to the removal of the job posting.

Information regarding the employment and selection process can be found HERE.

Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department.

We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.

Conclusion

To Apply For This Opportunity

• Complete your User Registration. You are encouraged to save your Applicant Profile for future use.
• You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting.
• MAKE SURE the job you are applying for is named at the top of the page as you review your application!
• Review or modify your application for that position
• Click "Ready to Send App" or the "Send" tab; read page and click the attestation
• Click "Send to City of New Haven"
• You will be redirected to "CONFIRMATION OF EMPLOYMENT APPLICATION SUBMISSION"
• You will also receive an email and text, if a number was provided, confirming your submission
• If you do not receive this confirmation in the next 24 hours, your application has not been submitted - please contact us at NHJobs@newhavenct.gov
  
  

Please Note, your Profile is NOT an application for an open position. After you create your Applicant Profile, you must still click on a Job Title and complete the application as instructed for each position.