STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 1

Office/On-Site

Recruitment #231102-6976CL-002

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Introduction



Do you have 2 years of experience above the routine clerk level in office support or secretarial work? Do you have experience working in a quasi-judicial environment? If so, keep on reading!

The State of Connecticut, the Department of  Labor (DOL) -Appeals Division, is currently accepting applications  for the position of Secretary 1, located in Middletown, CT.

Comprehensive Benefit Offerings: 
  • State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service.  Click here for more information.
  • The opportunity 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.
  • A Platinum Healthcare Plan, the nation’s best for state employees and dependents, according to a report by Georgetown's Center on Health Insurance Reform and article by Ellen Andrews, Ph.D., along with comprehensive benefit offerings.
  • Comprehensive Benefits which include industry leading health benefits, including medical and dental coverage.
  • Extensive pension plan and supplemental retirement offerings.
  • Generous paid time off, including 13 paid holidays per calendar year.
  • Professional growth and development opportunities.
  • A healthy work/life balance to all employees.
The Role:
  • Provide sufficient clerical support relative to the number of referees in the office.
  • 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.
  • Organizes and maintains files (including confidential files).
  • Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
  • Performs related duties as required.
        Position Highlights:
        • Full time, first shift, Monday-Friday, 8:00AM-4:30PM.
        About Us:
        • We committed to protecting and promoting the interests of Connecticut workers. In order to accomplish this in an ever-changing environment, we assist workers and employers to become competitive in the global economy.  We take a comprehensive approach to meeting the needs of workers and employers, and the other agencies that serve them.  We ensure the supply of high-quality integrated services that serve the needs of our customers.
        • The Department of Labor's Appeals Division is comprised of the Referee Section and the Board of Review. The Employment Security Appeals Division is an autonomous, quasi-judicial agency housed in the Department of Labor. It primarily hears and decides appeals arising from decisions of the Administrator of the Connecticut Unemployment Compensation Act, from which it is statutorily independent.

        Selection Plan

        These positions will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Applications to this recruitment will be used to meet collective bargaining requirements. Once any collective bargaining requirements have been met, all other applicants may be considered.

        To Apply:
        • Interviews will be limited to candidates whose experience most closely meets the preferred qualifications, so please ensure that your application is complete and details your experience as outlined in this job posting. Please note: You will be unable to make revisions once you submit your application into the JobAps system.
        • For assistance in applying, please visit our Applicant Tips on How to Apply page.
        • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
        • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
        • Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
        For Assistance in Applying:

        Important Next Step Information for After You Apply:
        • 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.
        • 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.
        • 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, 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.
        • 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.
        • Due to the large volume of applications received, the Department of Administrative Services is unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account.
        Connect With Us:
        • If you have any questions pertaining to this recruitment, please contact Anamaria Giangarra at Anamaria.giangarra@ct.gov and reference the recruitment number. 
        • Follow the State of Connecticut on LinkedIn.

        PURPOSE OF JOB CLASS (NATURE OF WORK)

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

        EXAMPLES OF DUTIES

        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

        KNOWLEDGE, SKILL AND ABILITY

        • Considerable knowledge of
          • office systems and procedures;
          • proper grammar, punctuation and spelling;
        • Knowledge of
          • business communications;
          • business math;
        • Skills
          • interpersonal skills;
          • oral and written communication skills;
        • Ability to
          • schedule and prioritize office workflow;
          • operate office equipment which includes computers, tablets, and other electronic equipment;
          • operate office suite software;
          • take notes (shorthand, speedwriting or other method acceptable to the supervisor).

        MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

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

        MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

        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 one (1) year.

        PREFERRED QUALIFICATIONS

        • Experience in document management and scanning.
        • Experience working on multiple tasks, producing accurate results, and meeting deadlines.
        • Experience prioritizing work and meeting time sensitive deadlines.
        • Experience providing customer service assistance to multiple diverse populations and skill levels.
        • Experience working in a judicial or quasi-judicial environment.

        Conclusion

        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.





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