Secretary 2

The State of Connecticut Department of Developmental Services (DDS) - West Region has a full-time 40 hours per week opportunity for a Secretary 2 based out of Torrington.

Schedule: 1st Shift - Monday - Friday 8:00 am - 4:30 pm
Regular Days Off: Saturday & Sunday
However, must be flexible in order to meet the needs of the agency.

Applicants must meet the Minimum Qualifications as listed on the job opening and must specify their qualifications on their application

Please Note: You will be unable to make revisions once you submit your application for this posting to the JobAps system.

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).

If selected for further consideration, at the time of interview, State Employees may be required to provide two (2) most recent Service Ratings. 

Should you have questions pertaining to this recruitment, please contact Norma Rivera at Norma.Rivera@ct.gov, (203) 294-5104.

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.

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.

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).

Three (3) years' experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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.

• Office Assistant or Secretarial experience in a setting that provides services to individuals with Intellectual and Developmental Disabilities
  
• Experience with Microsoft Office Suite including Outlook, using/creating Excel spreadsheets, Word documents and mail merges utilizing Access
  
• Strong written and verbal communication skills
• Considerable interpersonal skills with the ability to work well with a wide variety of people
  
• Must possess excellent attention to detail
  
• Experience successfully scheduling and prioritizing multiple tasks with competing deadline
  
• Demonstrated ability to work in a fast paced environment

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. If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Renee LaBarge, DDS EEO Director at 860-418-6022 or renee.labarge@ct.gov.