STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 1

Recruitment #241028-6976CL-001

Go Back View Benefits

Introduction


The State of Connecticut, Department of Emergency Services and Public Protection (DESPP), is seeking an exceptional individual to join us as a Secretary 1!

What we can offer you

At the Connecticut Department of Emergency Services and Public Protection, we offer an exceptional opportunity for people who are looking to foster their careers in Connecticut. By joining our team, 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 is located in the Commissioner's Office and will provide support to both the Commissioner's Chief of Staff & Special Counsel and the Commissioner's Counsel at DESPP Headquarters in Middletown, Connecticut.

This is a full-time on first shift, 40 hours per week, Monday-Friday position.

In this role, you will have the opportunity to:

  • Assist with administrative organization (Email, Printing, Copying of confidential documents);
  • Research information at the direction of their Supervisor;
  • Schedule meetings, planning travel arrangements and following up on assigned projects;
  • Assist with preparing presentations (e.g. Powerpoint, TEAMS);
  • Communicate with internal and external stakeholders on behalf of the Commissioner's Executive Team;
  • More details can be found in the class specification.
About us

The Connecticut Department of Emergency Services and Public Protection is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance and scientific services utilizing enforcement, prevention, education and state of the art science and technology.

             

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.
  • 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.
  • 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

Candidates selected for an interview must provide the following at the time of interview:

State Employees
  • Two (2) most recent performance evaluations;
  • Completed CT-HR-13.
Non-State Employees
  • Two (2) professional references contact information (Name, Email and Phone Number);
  • Completed CT-HR-13.
Additionally:
  • Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation. Click here to complete the Criminal Convictions addendum. The CT-HR-13 can also be found on the DAS website by typing in "CT-HR-13" into the "Search Department of Administrative Services" search field. Also considered in this selection process: Any pending or disciplinary history within the past 2 years and review of attendance records. Failure to provide the required documents listed above or submit your application accurately and on time, will eliminate you from 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 questionnaire'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.
  • 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.
  • 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: performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the hiring agency.
  • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
  • 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 one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

For technical questions about the filing 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 prioritizing and organizing tasks in an office setting;
  • Experience working with office systems and procedures, including electronic and paper filing, digital correspondence, and letter and memo drafting;
  • Experience working with the public to answer phone calls, respond to requests for information, and coordinate across organizational divisions;
  • Experience managing multiple (more than one) concurrent tasks while meeting deadlines;
  • Experience working with Microsoft 365 including Teams, PowerPoint, Word and Excel to communicate and share information with internal and external customers;
  • Experience using Outlook for efficiency.

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.





E-mailPhone: (860) 713-52058am - 4:30pm M-FPowered by JobAps