The State of Connecticut, The Office of the Secretary of the State (SOTS) is designated by the Constitution and General Statutes of Connecticut as the official keeper of a wide array of public records and documents. As a vital source of information regarding various businesses, commercial lenders, elections, legislation, regulations and other areas, this office is responsible for responding to more than 600,000 requests for information annually.
We are recruiting for one(1) full-time, Office Assistant position within the Research and Response Unit in the Commercial Recording Division. This position performs work ordering, processing liens and other documents, and responds to copy requests for records on file with the Division. The position also performs significant customer service duties, by phone, email, text and in-person.
The selected candidate will be expected to work 8:00 am to 4:30 pm Monday-Friday, and may be expected to work remotely, as needed. The preferred candidate will have previous experience with the Division's online filing system (CONCORD) and liens filed with our Division. The selected candidate must have excellent customer service, organization, written and communication skills.
All applicants must include a resume within the "Resume Tab" of their application with their submission. Applicants invited to interview will be required to submit additional documentation, which supports their qualification(s) for this position.
Updates of this recruitment will be provided through your JobAps portal account. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. For all other inquiries, please contact Nicole Brown, firstname.lastname@example.org.
PURPOSE OF JOB CLASS (NATURE OF WORK)
In a state agency this class is accountable for performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.
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.
4. REPORT WRITING:
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 an agency's services or authority; responds to inquiries from other work units or departments/agencies; applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance; may lead lower level employees in carrying out assigned clerical functions.
Maintains calendars of due dates and initiates recurring work or special clerical 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/purchase orders for subsequent action; prepares payment lists and billing invoices; receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders; maintains billing control cards, files, journals or account ledgers by posting credits, expenditures, interest, etc.; figures payments, costs, discounts and adjustments using prescribed methods and formulas; receives monies in various forms such as cash, checks and money orders and prepares for deposit; maintains inventory and orders supplies; uses a variety of automated equipment to perform job functions; performs related duties as required.
KNOWLEDGE, SKILL AND ABILITY
Knowledge of office systems and procedures including proper telephone usage and filing; oral and written communication skills; skill in performing arithmetical computations; basic interpersonal skills; ability to perform a full range of clerical tasks; ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment; ability to operate office suite software; ability to schedule and prioritize workflow; ability to read and interpret complex instructions.
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Two (2) years of general clerical work experience.
MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED
College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months of experience.
Preference will be given to applicants with the following experience/training:
- Familiarity with CONCORD
- Strong customer service focus
- Knowledge of UCC and other liens
- Proficiency and experience using Microsoft Office
- Strong interpersonal and relationship building skills
- Excellent time management and organizational skills
- Ability to multi-task and work in a fast-paced environment
- Excellent oral and written communication skills
Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.