STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Hybrid

Recruitment #231108-7539CL-001

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Introduction


Do you have experience independently performing a full range of secretarial support functions requiring an understanding of organizational policies and procedures?  
If so, keep on reading!

The State of Connecticut, the Department of  Developmental Services (DDS)- South Region, seeks a talented and qualified individual for the position of Secretary 2 based in Norwich, CT.

Comprehensive Benefit Offerings: 
  • 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.
  • 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.
  • 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:
    • Duties includes but not limited to: 
    • 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);
    • Greets and directs visitors;
    • Screens letters, memos, reports and other materials to determine action required;
    • Maintains an inventory of supplies and equipment.
    Position Highlights: 
    • Full-time, (80 hours/biweekly) position with schedule of 8:00 a.m. - 4:30 p.m., Monday through Friday (Regular Days Off - Saturday & Sunday).
    • However, work schedule flexibility is required in order to meet the demands of the job.

    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:
    • At any point later in the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: performance reviews, attendance, supervisor references, college transcripts, etc., at the discretion of the hiring agency.
    • Incumbent in this position may be expected to travel statewide.  
    • If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Tommy Wilson, EEO Specialist 1 at (860) 418-6148 or Tommy.Wilson@ct.gov.
    • 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.
    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 independently performing a full range of secretarial support functions requiring an understanding of organizational policies and procedures.

    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 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.

    KNOWLEDGE, SKILL AND ABILITY

    • Considerable knowledge of
      • office systems and procedures;
      • proper grammar, punctuation and spelling;
    • Knowledge of
      • business communications;
      • department's/unit's policies and procedures;
      • 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

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

    MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

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

    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 two (2) years.

    PREFERRED QUALIFICATIONS

    • Experience demonstrating written and verbal communication.
    • Experience with telephone and reception etiquette.
    • Experience with attention to detail, accuracy, and proofreading.
    • Experience using Microsoft Office, including Excel, Outlook, Teams, and Word.
    • Experience with database systems.
    • Experience with budgets, tracking, and processing invoices for services and goods received.
    • Experience with customer service, front desk reception duties, and office management.
    • Experience taking initiative and demonstrating problem-solving.
    • Experience preparing announcements, agendas, minutes, creating forms, managing data, and developing spreadsheets.
    • Experience with coordinating facility maintenance and optimizing workspace functionality.

    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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