STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

DCJ Secretary 1

Recruitment #241105-2636DC-001

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Introduction


Introduction:
The State of Connecticut, Division of Criminal Justice (DCJ) is responsible for the investigation and prosecution of all criminal matters in the State of Connecticut. It is an independent agency of the executive branch of state government, established under the Constitution of the State of Connecticut. The Division is composed of the Office of the Chief State's Attorney, located in Rocky Hill, Connecticut, and the Offices of the State's Attorneys for each of the thirteen Judicial Districts in the State of Connecticut.

About this Position:
We are recruiting for a full-time DCJ Secretary 1 for the New Britain GA 15 in New Britain, CT.  

The Role:
This position works Monday through Friday, based on 37.5-hour work week, with core hours of 8:30am to 5:00pm.  The position number is 5124.

About Us:
The Division of Criminal Justice (Division) and its employees are committed to the fair and equal administration of justice in Connecticut. To this end, the Division acknowledges its duty to investigate and prosecute matters within its jurisdiction diligently, ethically and impartially, honoring its constitutional and common law foundations. By ensuring that the criminal laws of the State of Connecticut are enforced fairly and constitutionally, the Division honors the rule of law upon which our nation is founded.  Accomplishing this mission depends upon skill, creativity, and constructive interaction of all Division employees with the law enforcement community and advocacy in the highest traditions of the Office of State's Attorney, the first public prosecutor in America.

NOTE: Incumbents will be required to complete a background check prior to the start date.

FOR ASSISTANCE IN APPLYING:
Please read or watch our Applicant Tips on How to Apply!

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.

When You Apply:
  • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  Candidates invited to interview may be required to submit additional documentation which supports their qualification(s) for this position, such as a resume, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.
  • NOTE: 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.
After You Apply:
  • All communication with applicants will be through the JobAps system, so applicants are encouraged to check for updates to their JobAps portal account.  Please ensure that you are utilizing the correct email address for notices to be sent to you from the JobAps system.  Interviews will be limited to candidates whose experience and training most closely meet the requirements of the 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 DCJ.HR@ct.gov.
Contact Us:
  • Questions about this position should be directed to the hiring agency's human resources office: DCJ.HR@ct.gov or 860-258-5800.

PURPOSE OF JOB CLASS (NATURE OF WORK)

This class is accountable for performing a full range of secretarial support functions.

EXAMPLES OF DUTIES

Incumbents perform a variety of secretarial duties as illustrated in the following areas:
  • TYPING:
    • Using a computer, tablet, or other electronic equipment formats and types a full range of correspondence, reports, briefs, motions, 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;
    • Maintains, updates and reviews documentation as required;
    • Logs documents and maintains dockets.
  • CORRESPONDENCE:
    • Composes routine letter/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;
    • Screen calls, visitors and mail;
    • Responds to routine requests for information on policies, rules and regulations, programs and procedures.
  • PROCESSING:
    • Receives and reviews various reports and forms for accuracy and completeness;
    • Processes reports and forms;
    • May prepare and process fiscal and personnel documents.
  • PERSONAL SECRETARY:
    • Arranges and coordinates meetings and conferences;
    • Schedules appointments;
    • Processes confidential matters;
    • Takes notes and/or meeting minutes;
    • Takes and transcribes dictation;
    • Prepares expense accounts;
    • Makes travel arrangements;
    • May attend meetings and take and transcribe minutes of proceedings.
  • 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 may include word processors, computers, tablets or other electronic equipment;
    • take notes (shorthand, speedwriting or other method acceptable to the supervisor);
    • type at a net speed of 50 wpm.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of experience above the routine clerk level in office support or secretarial work.

NOTE: Bargaining unit employees are required to serve a minimum of five (5) years as a DCJ Senior Clerk prior to consideration for promotion to DCJ Secretary 1.

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 equaling one-half (1/2) year of experience to a maximum of one (1) year.

PREFERRED QUALIFICATIONS

Candidates who demonstrate the following will be given preference:
  • Strong organizational skills
  • Excellent interpersonal communication skills
  • Professional demeanor, even when confronted with calls or visits from frustrated individuals
  • Experience working as a team player in a fast-paced environment, with limited errors
  • Considerable experience with office technology, specifically Word, Excel and PowerPoint, and the willingness to embrace and learn new systems and software
  • Customer service experience
  • Prior experience with law enforcement or criminal justice agency

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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