STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 1

Recruitment #240812-6976CL-001

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Introduction


The State of Connecticut, Department of Energy and Environmental Protection (DEEP), is seeking an exceptional individual to join us as a Secretary 1 in the Enforcement Division of the Bureau of Air Management (BAM).

What we can offer you

At the Connecticut Department of Energy and Environmental Protection, we offer an exceptional opportunity for people who are looking to foster their careers in Connecticut. By joining our team at the Enforcement Division of the Bureau of Air Management (BAM), you will have the chance to work in a world-class organization that values your expertise and dedication. Apply today and take the next step in your career!

As a part of our team, you can expect the following:

  • Explore our new State Employee Benefits Overview page to get an understanding of the various benefits we provide to our employees.
  • 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! This recognition highlights our commitment to providing a supportive and rewarding work environment.
  • Professional growth and development opportunities to enhance your skills and advance your career. We believe in investing in our employees' success.
  • A healthy work/life balance is a priority for us. We are committed to fostering an environment that supports the personal and professional growth of all employees.
Position highlights

This position offers a unique opportunity to join the Air Bureau’s Enforcement Division, a team committed to the regulatory enforcement of state and federal air quality requirements at stationary air pollution sources throughout the state. The incumbent will provide critical clerical support to Enforcement Division operations.

This is a full-time on first shift, Monday-Friday, and may include opportunities for a hybrid schedule that includes telework.

In this role, you will have the opportunity to:

  • Field phone calls and e-mails from members of the public as well as internal customers;
  • Process air quality complaints;
  • Utilize the Division’s new cloud-based data and records management software;
  • Provide administrative support to both field- and office-based staff;
  • Maintain digital and paper files for the Division’s various workgroups, including inspection reports, third-party audit reports, and administrative enforcement records;
  • Scan and archive digital and paper records in the appropriate databases;
  • Prepare and process outgoing mail, including letters to municipal executives and land record filings;
  • Generate certain invoices;
  • Receive incoming mail;
  • Coordinate public records requests;
  • Interact with members of the public;
  • Notetake;
  • Schedule meetings;
  • Make travel arrangements;
  • More details can be found in the class specification.
About us

The State of Connecticut is a world-class government organization dedicated to environmental protection and fostering sustainable, equitable, and prosperous economic growth. We are committed to mitigating the impacts of climate change, conserving and improving Connecticut's natural resources and environment, and providing clean and reliable energy to the people and businesses of the state. Our agency, the Department of Energy and Environmental Protection (DEEP), plays a crucial role in developing policies and programs to achieve these goals.

Within the Bureau of Air Management (BAM), our mission is to protect human health, safety, and the environment and to enhance the quality of life of Connecticut citizens by implementing regulatory programs and supporting policies to advance clean air and climate change objectives, advance radiation safety, and promote public health.

The Bureau consists of four divisions: Planning & Standards, Engineering, Radiation, and Enforcement.

             

Selection Plan

To apply

  • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application.
  • Applicants should ensure that they meet the minimum experience and qualifications by the closing date of this job opening, unless otherwise specified.
  • Please make sure that your application is thorough and includes all necessary information before submitting it. To adhere to Public Act 21-69, the State of Connecticut has made changes to the initial application process, and resumes are no longer required. Please note that revisions cannot be made once your application has been submitted into the JobAps system.
  • 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.
Important information after you apply

  • This job posting may require you to answer additional referral questions (RQs). You will receive an email with the RQs after the posting's closing date or you can find them on your JobAps Personal Status Board (Certification Questionnaires section). Please make sure to submit your responses by the expiration date of the questionnaire. It is important to regularly check your email and JobAps Personal Status Board for notifications. Please also check your SPAM and/or Junk folders regularly in case auto-notification emails are filtered there.
  • While applicants will primarily receive correspondence through email, we also encourage them to regularly check their Personal Status Board for updates on their application status, important notices, and any tasks they need to complete during the recruitment process.
  • 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, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
  • For current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit.

For technical questions regarding the filling of your application, please contact Benjamin Beaudry at Benjamin.Beaudry@ct.gov.

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 interacting with external and internal customers via telephone, via e-mail, and in person;
  • Experience working with confidential information;
  • Experience multi-tasking in an office environment;
  • Experience organizing and maintaining paper and electronic filing systems in an office setting;
  • Experience operating office equipment, including copiers and scanners;
  • Experience working on competing priorities while meeting deadlines.

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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