Secretary 2

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 sue.ciccaglione@ct.gov or (860) 509-7183.

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.

• Considerable experience in the organization and the various functions of a State or Local Vital Record’s Office and the practices and procedures used in performing the said functions, including, maintaining and processing birth, death, marriage and other vital event records;

• Experience with office systems and procedures, designing office filing systems (electronic and paper based), organizing and maintaining files, reference materials and manuals, use of MS Word and Excel to generate documents and spreadsheets for compiling, tracking and organizing data;

• Experience leading one or more staff, including experience scheduling and prioritizing staff workflow, and maintaining time and attendance;

• Experience communicating information related to a program’s governing laws, policies and procedures to customers and public officials, verbally and in writing including business communications in response to data requests and inquiries;

• Experience maintaining an inventory of supplies and forms, including ordering, receiving, distribution, managing a supply room, and utilizing purchasing software (ex. Peoplesoft, CoreCT).

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.