Secretary 2

Are you a self-starter? Do you want to make a difference? If so, please read on to learn more about this exciting opportunity! 

The State of Connecticut, Connecticut Technical Education and Career System (CTECS) is currently recruiting for a motivated and talented candidate to join our team as a Secretary 2.  

What We Can Offer You:

• To work 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;
• Industry leading health benefits, including medical and dental coverage;
• Comprehensive pension plan and supplemental retirement offerings;
• Paid time off including 13 paid holidays per calendar year;
• A culture that encourages work/life balance;
• Professional growth and development opportunities.      

You will discover the opportunity to:  

• Showcase your talents in a meaningful role;
• Thrive in an exciting environment;
• Make a difference in the public sector;
• Work together in a collaborative team environment.   

The Schedule:

• Full Time
• 40 hours per week
• Monday – Friday
• 7:15am – 3:45pm
• Location: A.I. Prince Technical High School in Hartford, CT  

The Role:

This position will support the school Principal and is accountable for independently performing a full range of secretarial support functions requiring an understanding of organizational policies and procedures.    

About Us:

We are the largest high school system in Connecticut, serving all geographic regions and all demographic and diverse populations. We currently operate 17 diploma-granting technical high schools, one technical education center and two aviation maintenance programs located throughout the state.  The system serves approximately 11,200 full-time high school students.  We offer a comprehensive high school and Career Technical Education in 31 occupational careers. The occupational careers are within 12 career clusters. In addition, the CTECS serves adult education students in aviation and apprenticeships.  

We hope you take this opportunity to continue your career with us and make an impact by serving your state!

These positions will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.

Applicants must meet the Minimum Qualifications as listed on the job opening and must specify their qualifications on their application. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 

Please note you will be unable to make revisions once you submit your application for this posting to the JobAps system. 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.

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. 

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.   

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, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.  Applicants must meet the minimum qualifications as indicated to apply for this position. 

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 question'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.

Should you have questions pertaining to this recruitment, please contact Julie Barker, at Julie.Barker@ct.gov.

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.

In a state agency this class is accountable for independently performing a full range of secretarial support functions requiring an understanding of organizational policies and procedures.

Performs a variety of secretarial duties as described in the following areas:

• TYPING:
  • Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, 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 (including confidential files);
  • Maintains, updates and reviews reference materials and manuals.
• CORRESPONDENCE:
  • Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
• REPORT WRITING:
  • Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included.
• INTERPERSONAL:
  • Greets and directs visitors;
  • Answers phones and screens incoming calls;
  • Provides advice to callers regarding policy and procedures (e.g., citing a regulation to solve a specific problem);
  • Coordinates with others both within and outside of the organization on a variety of non-routine matters.
• PROCESSING:
  • Screens letters, memos, reports and other materials to determine action required;
  • May make recommendations to the supervisor.
• SECRETARY:
  • Arranges and coordinates meetings (including space and equipment);
  • Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports);
  • Writes minutes of meetings, lectures, conferences, etc. from rough draft;
  • Takes notes and/or meeting minutes;
  • Prepares expense accounts;
  • Makes travel arrangements.
• OFFICE MANAGEMENT:
  • Maintains an inventory of supplies and equipment;
  • Orders supplies when necessary;
  • Completes, processes and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.);
  • Maintains time and attendance records;
  • Assists in preparing and monitoring the office budget (e.g., compiles figures, reviews statistical reports, verifies expense items);
  • Designs and initiates new forms and procedures to facilitate workflow;

Performs related duties as required.

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

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

College training in the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

• Experience working in a school setting.                                                                
• Experience with Microsoft Office Suite and Google Platforms.                   
• Experience in customer service, front desk reception, or office management.
• Experience taking initiative, problem-solving skills in streamlining office procedures.                                                                                                                   
• Experience generating reports from PowerSchool or other educational management systems.

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.