STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Office/On-site

Recruitment #240325-7539CL-001

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Introduction



Are you looking for a new opportunity where you can truly make an impact? If so, we invite you to read more about this opportunity to become a full-time Secretary 2!

At the State of Connecticut, Department of Developmental Services (DDS) - North Region we are currently recruiting for qualified applicants to join our team to fill one full-time 1st shift job opportunity as a Secretary 2 located on-site at the Private Services, East Hartford, CT.

What We Have To Offer!
  • 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
  • Retirement healthcare offerings
  • Professional growth and development opportunities
  • Outstanding work-life balance
  • 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
Your role as a Secretary 2
Incumbent will be responsible for: 
  • Maintaining emails
  • Data entry into e-camris
  • Maintaining Community Companion Homes (CCH ) database
  • Assisting with scheduling meetings, mailings, and background checks
  • Create documents/templates/mail merges
  • Assist in excel tracking of eLicensing, and Medicaid enrollments
  • Conduct phone calls, return messages, fax and scan documents for the CCH division
  • Complete projects, data entry, and other clerical duties as assigned.
Position Highlights 
  • Full Time: 40-hours weekly, first (1st) Shift
  • Schedule: Monday – Friday: 8:00am – 4:30pm 
  • Regular days off, Saturday and Sunday
  • However, must be flexible to meet the needs of the agency
We hope you take this chance to start your career with us and join our team!

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.

For Assistance in Applying:

Please read or watch our Applicant Tips on How to Apply!

Application Process:

This position 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.

In order to be considered for this job opening, you must meet the minimum qualifications as listed on the job opening. You must specify your qualifications on your application. The minimum experience and training requirements must be met by the close date, unless otherwise specified.

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

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.

Please ensure that your application is complete. You will be unable to make revisions once you officially submit your application to the state of Connecticut.

Selection Process:

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error.

During the recruitment process, applicants may be required to submit additional documentation supporting their qualification(s) for this position. These documents may include performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the agency.

For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

Read through this helpful link to prepare for your interview.

Contact Information:

If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Tommy Wilson, DDS EEO 1 at (860) 418-6148 or Tommy.Wilson@ct.gov.

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. 

Should you have any questions pertaining to this recruitment, please contact Ethan Ives at Ethan.Ives@ct.gov.

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

  • Clerical experience in a setting that provides services to individuals with intellectual and Developmental Disabilities
  • Experience interacting and corresponding with various state and private agencies
  • Experience using a variety of Microsoft Office programs, including but not limited to: Knowledge of Microsoft Access, Excel, Word and PowerPoint
  • Experience with tables, merging documents, creating spreadsheets with formulas, scheduling and managing multiple calendars
  • Ability to develop organizational systems and willing to present ideas related to implementation of new organizational systems
  • Strong interpersonal skills with the ability to work well with a wide variety of stakeholders
  • Experience working with HIPAA and Confidentiality
  • Experience working in an environment requiring attention to detail and accuracy with proof reading as well as data entry

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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