Administrative Assistant, Bilingual at City of New Haven

Introduction

This entry-level position with the City is an excellent job opportunity for those just starting their career or seeking to transition into the public sector. This role can offer stability, skill development, networking, and potential for career growth. Working within a governmental entity provides insight into public administration, policy-making processes, and governance. This exposure can be both intellectually stimulating and rewarding for individuals interested in public affairs. Working for the City allows you to make a direct impact on the community you live in or serve. We look forward to you joining our team!

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. Communicates and translates as needed.
• 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.
• At least 2 years of experience with administrative work such as described in the duties of this position.
• Knowledge of Spanish and English language, broad enough for ready conversation of each language to the other, with ability to convey accurately the intended meaning of the spoken word or sentence.

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 communicate effectively in both English and in Spanish.
• 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.

NECESSARY SPECIAL REQUIREMENTS

• Ability to communicate effectively in both English and in Spanish, orally and in writing, and translate between the two.

SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT

This is a "General Fund," tested position. We anticipate testing for this title to occur in January 2025.

This position is included in a collective bargaining agreement with Local 884, American Federation of State, County and Municipal Employees; the salary is within Local 884, Range 9.

Bargaining agreements available to review HERE.

General Funded hires into this class shall not be covered by Social Security but rather the City pension, contributing 9% of salary.

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 accordance with the City's Drug Free Workplace Policy*, and (3) a 120-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

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 and submit information as outlined above, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. This information may be used to determine the eligibility list. Submissions may be evaluated prior to the posted closing date.

This title is utilized throughout the City and Board of Education, however, if hired in a department, assignment is typically static. Placement in preferred department is not guaranteed.

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.