Secretary 2

  

The State of Connecticut, State Department of Education invites applicants to apply for a full-time Secretary 2 position within The Connecticut Technical Education and Career System.  This position will provide executive level support to a CTECS Assistant Superintendent, and to the CTECS Legal Department.  Some statewide travel may be required. Event management, meeting coordination,the ability to communicate, both written and oral, with state agencies, government leaders, and school personnel are critical elements of the position. An ability to think creatively, solve problems, and cultivate and retain relationships of trust are essential qualities of the ideal candidate.

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 position is located at 39 Woodland Street in Hartford and operates 12- months per year , 40 hours per week, Monday-Friday, 8:00 a.m. - 4:30 p.m. 

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. 

Candidates selected for interview will be asked to provide a resume detailing experience in addition to three (3) pertinent professional references.  State employees selected for interview will be asked to provide a copy of their last two service ratings.

For all other inquiries, please contact Chris Beloff at chris.beloff@ct.gov.

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.

Our preferred candidate will possess:

• Impeccable proofreading skills (spelling, grammar, and basic legal citation)
• Strong organizational skills (including scheduling, developing and maintaining filing systems-both electronic and hard copy)
• Experience and understanding of office software including Microsoft Word, Excel, Outlook, PowerPoint, Nitro
• Experience performing office responsibilities and clerical support tasks
• 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
• Experience in preparing reports and presentations

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.