|Date Opened||2/6/2019 12:00:00 AM|
|Salary||$46,721* - $61,096/year (*New State Employees)|
|Job Type||Open to the Public|
|Close Date||2/15/2019 11:59:00 PM|
The State of Connecticut, Department of Public Health (DPH) is currently recruiting for a Secretary 2 within the Office of Vital Records, Health Statistics and Surveillance Section. This Secretary 2 position will be accountable for administrative and office management duties. Responsibilities include organizing and maintaining files, generating documents and spreadsheets, preparing and circulating correspondence, communicating program’s governing policies and information to customers, coordinating and scheduling meetings, travel, ordering and managing forms and supply inventories and processing customer requests for vital records. Additional responsibilities will include leading one or more staff and prioritizing staff workflow.
* Candidates must successfully complete a background check per CGS29-17a prior to appointment.
Should you have questions pertaining to this recruitment, please contact Sue Ciccaglione at firstname.lastname@example.org or (860) 509-7183.
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.
AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER
The Department of Public Health aims to provide equal opportunity in all aspects of employment and advancement, fostering an environment committed to supporting individuals in all protected classes. If you require an aid/accommodation to participate fully and fairly, please contact the Human Resources Office at (860) 509-7177.
The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.