STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 1

Recruitment #181109-6976CL-001

Introduction

The State of Connecticut Department of Transportation (DOT) has a Secretary 1 position available in the Department of Technology Services, This position will report to the Director of Technology Services but will also provide critically needed administrative functions for the IT Manager and IT Supervisors within the Department. This position is a 40 hour per week position with a Monday through Friday schedule.

Selection Plan

Please ensure that your application is complete and have included a resume within the "Resume Tab" of your application.

In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.

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 Maribel Flores at Maribel.Flores@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, 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:

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.

This position will require to provide a full range of duties for the Information Technology unit; correspondence, reports, bills, drafts, etc. from rough drafts to transcription, notes, etc.; proofreads for content; edits using knowledge of grammar, punctuation and spelling. Sets up office filing systems, organizes and maintains files, keeps updates of all Vendor files, DAS Contract Awards and reviews core materials.
Office Management: Maintains an inventory of supplies and equipment, orders supply when needed, completes, processes and maintains paperwork for purchasing and performs related duties as required.
Assist the Help Desk responding statewide phone calls when a technician is not available. DOT users report technical problems with computers, printers and/or applications.
Handle all updates on the agency Phone Directory. Follow up on all changes to the Personnel Listing, DOT General Information, Facilities Information, Fax Numbers and District Information. Receive forms thru the email system for any new employees, name changes, transfer, moves and deletions. Updates the State Phone Directory each month and sends it to DAS BEST for uploading. This information keeps the public informed with phone updates for DOT employees and offices.
Initiate and maintain communication and correspondence with multiple vendors and work with them on the renewal of software and hardware maintenance that will help to keep state wide DOT technology infrastructure up and running. The entire agency computing operation is supported by the technology infrastructure made up of multiple hardware and software elements that needs to be licensed and maintained adequately in order to complaint with software licenses and work properly. This technology is used every day by DOT employees to coordinate day to day operation and communicate with the public.
Initiate IT purchase requests approved by supervisor and manager. Contacts various vendors for price quotes and checks with DAS and DOT procurement if there is a contract award listed for the order. Submits the Authorization to Purchase form in order to get approved by Technology Services Director and Commissioners Office. Once approved submit the approved request to the Budget Operation unit to process in CORE.
Maintain file for Fiscal Year Expenditures Pending & Receiving. Log all Software, Hardware, Maintenance accounts and the due dates for each renewal the following fiscal year. Track all Purchase Orders in Core System and keep records of all the approval channels on CORE System until it is finally dispatched by Purchasing. Maintains & records all DOT Per 5 Transfers, Discharges, resignations and retirements each year.

KNOWLEDGE, SKILL AND ABILITY

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).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

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

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.

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.