Secretary 1

  

The State of Connecticut, State Department of Education invites applicants to apply for a full-time Secretary I position within The Connecticut Technical Education and Career System. This position is located at O'Brien Technical Education and Career School in Ansonia, CT.

This position will provide clerical support to the Guidance offices in addition to filling a critical liaison role between CTECS and the public. Office management and the ability to communicate, both written and oral, with state agencies, school personnel, students and parents 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 opportunity is located at Emmett O'Brien CTECS in Ansonia and is a 12-month position, 40 hours per week, Monday – Friday, 7:30 a.m. - 4:00 p.m.

In order to be considered for this job opening, you must be a current State of CT employee, who has permanent state status* and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.

*For employees in the classified service, permanent status is obtained after successful completion of a working test period.  For employees in the unclassified service, permanent status is obtained after serving in a position for at least six months (full-time or full-time equivalent).

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. Should you have questions pertaining to this recruitment, please contact Nancy Flynn at Nancy.Flynn@ct.gov, (860)713-6659.

In a state agency, this class is accountable for performing a full range of secretarial support functions.

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 routine letters/memoranda, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.

4. REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month).

5. 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).

6. PROCESSING: Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); 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; performs related duties as required.

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

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

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.

• Experience coordinating data and drafting reports e.g travel reimbursements, monthly vehicle mileage reports;
• 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 for the school;
• Considerable knowledge and expertise in MS Word, Excel, Outlook and PowerSchool.

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.

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