Connecticut StateDepartment of Administrative Services

Secretary 2

Recruitment #180905-7539CL-001

Introduction

The Connecticut Technical Educational & Career System (CTECS) is recruiting for a full-time Secretary 2 position.  This position will provide executive-level support to the CTECS Superintendent, in addition to filling a critical liaison role between CTECS and its Board.  Statewide travel, event management, meeting coordination, and ability to communicate, both written and oral, with state agencies, government leaders, and school personnel are critical elements of the position.  An ability to think creatively, problem-solve, and cultivate and retain relationships of trust are essential qualities.  As CTECS undergoes systemic growth and organizational transformation, it is important that this person be able to manage a certain level of ambiguity and change. This position is located at 39 Woodland Street in Hartford and is a 12-month position, 40 hours per week, Monday – Friday, 8:30 a.m. - 4:30 p.m.  This position may require travel.

*New State Employees start at minimum salary range.

Should you have questions pertaining to this recruitment, please contact Debra Paradis at debra.paradis@ct.gov or (860) 713-6695.

Selection Plan

This position will be filled in accordance with reemployment, SEBAC, transfer, promotion and merit employment rules. 

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

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

1. TYPING: Using a personal computer or 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.

2. FILING: Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews reference materials and manuals.

3. CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g. explaining department practices/policies) for own or supervisor's signature.

4. 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.

5. 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.

6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to the supervisor.

7. PERSONAL 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 using shorthand, speedwriting or machine transcription; prepares expense accounts; makes travel arrangements.

8. 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; considerable knowledge of proper grammar, punctuation and spelling; knowledge of business communications; knowledge of department's/unit's policies and procedures; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which includes personal computers other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years' 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

  • Ability to travel statewide on a monthly basis;
  • Experience coordinating high volume travel arrangements using State approved guidelines;
  • 5 years of experience working in a secondary-education environment;
  • Experience coordinating data and drafting high-level reports e.g.  School Budgets to the General  Assembly, Expenditure & Revenue Reports, Biennial Summary Reports;
  • Experience organizing executive-level board meetings;
  • Experience event planning and executing special projects related to strategic planning;
  • Experience working with confidential and time sensitive information;
  • Ability to work independently and take initiative to complete tasks;
  • Ability to manage difficult situations with tact and diplomacy;
  • Ability to prioritize calls, follow-up action, and field requests to the Superintendent;
  • Knowledge and understanding of advanced functions in MS Word and PowerPoint;
  • Experience in developing and editing a database in Excel;
  • Experience in preparing reports and presentations for Board of Education meetings;
  • Experience organizing Board of Education, Labor Management, or committee meetings.

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.







The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.