STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Hybrid

Recruitment #240903-7539CL-001

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Introduction


Unlock your potential as a Secretary 2 with the Connecticut Department of Aging and Disability Services!
Your organizational prowess is vital in support our mission to enhance lives. 
Join a team committed to making a difference - Apply today and be part of a fulfilling journey in public service! 

The State of Connecticut Department of Aging and Disability Services (ADS), Bureau of Rehabilitation Services (BRS), is currently seeking an experienced and qualified individual for the position of Secretary 2. See below for more on this exciting opportunity!

ABOUT US:
The Connecticut Department of Aging and Disability Services (ADS) is committed to improving the quality of life in our community through a variety of programs and services tailored to the needs of Connecticut's citizens. With a focus on leadership, advocacy, education, and accessibility, we strive to deliver integrated solutions that promote independence and dignity. Join us in advocating for the rights and well-being of our residents and in serving as a vital resource on aging and disability issues at the state level.

The Bureau of Rehabilitation Services (BRS) is Connecticut's vocational rehabilitation program. We help individuals with disabilities prepare for, enter and maintain employment through a wide range of services that best fit their needs and will lead to success.

POSITION HIGHLIGHTS:
  • Work Schedule: Monday - Friday
  • Work Hours: Full-time, 40 hours per week
  • Location: Hartford, CT
  • Work Environment: Hybrid
WHY THE STATE OF CONNECTICUT:
  • Explore our comprehensive State Employee Benefits Overview to see what we offer
  • Be part of the prestigious Forbes-ranked State of Connecticut, recognized as one of the Best Employers of 2023. Experience national acclaim for providing unparalleled job growth, competitive benefits, and flexible schedules.
  • Enjoy endless opportunities for professional growth and development
  • Embrace a healthy work/life balance tailored to all employees
    IN THIS ROLE YOU WILL:
    • Answer phones and screen incoming calls; 
    • Schedule and coordinate meetings (including space and equipment);
    • Take and transcribe meeting notes and/or minutes;
    • Coordinate and process travel arrangements for BRS staff;
    • Complete, process and maintain paperwork for purchasing (e.g., orders, requisitions, invoices, etc.);
    • Monitor contracts to ensure that routine payments are in compliance with contract provisions;
    • Create and maintain timelines for reoccurring BRS program assignments;
    • Compile information from a variety of sources and prepare narrative or statistical reports, exercising judgment in the selection of items to be included;
    • Manage archived files; and
    • Support the overall work of the program. 
    Start with us. Stay with us. Grow with us.


    Selection Plan

    FOR ASSISTANCE IN APPLYING:
    Please read or watch our Applicant Tips on How to Apply!
    To Apply:
    • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
    • You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
    • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
    • 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.
    • This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
    • 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. 
    Important Next Step Information for After You Apply:
    • Although applicants will receive correspondence via email and/or phone, 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.
    • 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, transcripts, diplomas, 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.
    • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
    • Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.
    • 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.
    Connect With Us:
    • Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.
    • Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment please contact Alyssa Hovanec via email at Alyssa.Hovanec@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

    • Experience using Microsoft Office Suite including Outlook, Word, Excel, and SharePoint.
    • Experience performing administrative functions including managing competing priorities while meeting deadlines
    • Experience in notetaking and the drafting of meeting minutes
    • Experience compiling information and preparing reports
    • Experience with managing an out of state travel process for staff
    • Experience communicating with internal and external stakeholders
    • Experience with contracts or purchasing

    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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