Secretary 1 (DPH)

Please Note: In order to receive educational credits toward qualification for this job posting, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the recruiter listed on this job posting.

In a state agency, this class is accountable for performing a full range of secretarial support functions.

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 routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
• REPORT WRITING:
  • Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
• INTERPERSONAL:
  • Greets and directs visitors;
  • Answers phones and takes messages;
  • Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit).
• PROCESSING:
  • Scans correspondence;
  • Pulls and attaches related materials;
  • Reviews, routes and prioritizes mail.
• SECRETARY:
  • Arranges and coordinates meetings (including space and equipment);
  • 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;

Performs related duties as required

Two (2) years of experience above the routine clerk level in office support or secretarial work.

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.

• Experience with Microsoft Word including composing correspondence
• Experience with Microsoft Excel including managing data and creating pivot tables and graphs
• Experience with Microsoft PowerPoint including creating presentations
• Experience with Microsoft Outlook and Teams including scheduling meetings and calendar management
• Experience using timekeeping systems
• Experience communicating in person, on the phone, and in writing with stakeholders
• Experience using initiative, organizational skills, and problem-solving to complete projects on time
• Experience coordinating office budgeting and purchasing
• Experience processing payments in accordance with policies and procedures
• Experience in office management in a public health work environment
• Experience fielding inquiries on behalf of leadership
• Experience working with confidential information
• Experience in organizing, connecting, and supporting scientific webinar presentations and training
• Experience composing and editing correspondence, reports, newsletters, and/or other materials in support of a program

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.