State of Connecticut Executive Branch

DCJ Secretary 2 (2622DC)

$29.09-$36.27 Hourly / $2,181.29-$2,719.79 BiWeekly /
$56,931.00-$70,986.00 Yearly

PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Division of Criminal Justice this class is accountable for performing a full range of secretarial support functions requiring independent judgment and an understanding of organizational policies and procedures.

SUPERVISION RECEIVED

Works under the general supervision of a DCJ State's Attorney, DCJ Assistant State's Attorney or other employees of higher grade.

SUPERVISION EXERCISED

May supervise other clerical or secretarial staff as assigned.

EXAMPLES OF DUTIES

Incumbents perform a variety of secretarial duties as illustrated in the following areas:

TYPING:

  • Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, briefs, motions, 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; 
  • Maintains, updates and reviews documentation as required; 
  • Logs documents and maintains dockets.
CORRESPONDENCE:

  • Composes letters/memoranda, etc. for own or supervisor's signature.
REPORT WRITING:

  • Compiles information from a variety of sources and prepares narrative or statistical reports (e.g., number of cases tried, number of warrants, number of attending officers, etc.).
INTERPERSONAL:

  • Greets and directs visitors; 
  • Screens calls, visitors and mail; 
  • Responds to requests for information on policies, rules and regulations, programs, and procedures; 
  • Interprets general policies and procedures in response to inquiries; 
  • Coordinates with others both within and outside of the Division on a variety of non-routine matters; 
  • May conduct pre-screening interviews with clients, potential clients, petitioners or complaining witnesses; 
  • May make initial recommendation to supervisor regarding referral to public or private agencies.
PROCESSING:

  • Receives and reviews various reports and forms for accuracy and completeness; 
  • Processes reports and forms; 
  • May prepare and process fiscal and personnel documents.
PERSONAL SECRETARY:

  • Arranges and coordinates meetings and conferences; 
  • Schedules appointments; 
  • Processes confidential matters; 
  • Takes notes using shorthand, speed writing or computer transcription; 
  • Takes and transcribes dictation; 
  • Prepares expense accounts; 
  • Makes travel arrangements.
  • May attend meetings and take and transcribe verbatim all comments and motions and prepare an index for the official proceedings of the body served; 
OFFICE MANAGEMENT:

  • Maintains an inventory of supplies and equipment; 
  • Orders supplies when necessary; 
  • Completes, processes and maintains paperwork for purchasing (i.e. orders, requisitions, invoices, etc.); 
  • Maintains time and attendance records; 
  • Assists in preparing and monitoring office budget (e.g. compiles figures, reviews statistical reports, verifies expense items); 
  • May delegate clerical work to staff and review work for accuracy, completeness, timeliness and conformance to standards; 
  • May perform clerical, accounting or bookkeeping duties, including petty cash; 
  • Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

  • Considerable knowledge of 
    • office systems and procedures; 
    • proper grammar, punctuation and spelling; 
  • Knowledge of 
    • business communications; 
    • the Division's policies and procedures; 
    • business math; 
  • Skills
    • interpersonal skills;
    • oral and written communications skills; 
  • Ability to 
    • schedule and prioritize office workflow; 
    • operate office equipment which may include computers, tablets, and other electronic equipment; 
    • take notes (shorthand, speed writing, or other method acceptable to the supervisor) at 80 wpm; 
    • type at a net speed of 50 wpm.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years of experience in office support or secretarial work at or above the level of DCJ clerk.

COMPENSATION GUIDELINES

  • The classification of DCJ Secretary 2 is assigned to Salary Group DC17.
  • Employees shall proceed through that salary group and then shall proceed to Step 8 of Salary Group DC18.
  • The Job Code is identified as Salary Plan DC in CORE-CT.

JOB CLASS DESIGNATION

Unclassified

OCCUPATIONAL GROUP

(05)-Clerical/Secretarial

BARGAINING UNIT

(57)-DCJ AFSCME LOCAL 749

EEO

(6)-Administrative Support

SALARY INFORMATION

DC 17

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.

CANCELLATION CLAUSE

This replaces the existing specification for the class of DCJ Secretary 2 in Salary Group DC 17 approved effective July 15, 2021. (Reviewed for content. Revised to modernize format and add Acknowledgement section) Final No. 24-063

EFFECTIVE DATE

04/12/2024
CLASS: 2622DC; REV: 4/12/2024;