State of Connecticut Executive Branch

Incumbents perform a variety of secretarial duties as illustrated in the following areas:

• TYPING:
  • Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, briefs, motions, 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 letters/memoranda, etc. for own or supervisor's signature.
• REPORT WRITING:
  • Compiles information from a variety of sources and prepares narrative or statistical reports (e.g., number of cases tried, number of warrants, number of attending officers, etc.).
• INTERPERSONAL:
  • Greets and directs visitors; 
  • Screens calls, visitors and mail; 
  • Responds to requests for information on policies, rules and regulations, programs, and procedures; 
  • Interprets general policies and procedures in response to inquiries; 
  • Coordinates with others both within and outside of the Division on a variety of non-routine matters; 
  • May conduct pre-screening interviews with clients, potential clients, petitioners or complaining witnesses; 
  • May make initial recommendation to supervisor regarding referral to public or private agencies.
• 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 using shorthand, speed writing or computer transcription; 
  • Takes and transcribes dictation; 
  • Prepares expense accounts; 
  • Makes travel arrangements.
  • May attend meetings and take and transcribe verbatim all comments and motions and prepare an index for the official proceedings of the body served; 
• OFFICE MANAGEMENT:
  • Maintains an inventory of supplies and equipment; 
  • Orders supplies when necessary; 
  • Completes, processes and maintains paperwork for purchasing (i.e. orders, requisitions, invoices, etc.); 
  • Maintains time and attendance records; 
  • Assists in preparing and monitoring office budget (e.g. compiles figures, reviews statistical reports, verifies expense items); 
  • May delegate clerical work to staff and review work for accuracy, completeness, timeliness and conformance to standards; 
  • May perform clerical, accounting or bookkeeping duties, including petty cash; 
  • Performs related duties as required.