Connecticut StateDepartment of Administrative Services

Secretary 1

Recruitment #190510-6976CL-001

Introduction

The State of Connecticut, Department of Public Health (DPH) is currently recruiting for a Secretary 1 within the Connecticut Tumor Registry program.  This Secretary 1 position will be accountable for performing a full range of secretarial support functions for the unit. Responsibilities will include preparing minutes, memos, letters, purchase requisitions, travel arrangements and reimbursements and other related duties.

Should you have questions pertaining to this recruitment, please contact Sue Ciccaglione at  sue.ciccaglione@ct.gov or (860) 509-7183.

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.

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.

PREFERRED QUALIFICATIONS

• Experience organizing and completing work assignments and requests from unit staff in a timely manner and while maintaining confidentiality of patient health and employee data; Experience working in a medical setting or with medical records preferred;

• Experience scheduling meetings, taking notes and preparing minutes for monthly meetings; and entering and modifying records using Access or similar database management system;

• Daily keyboarding experience required. Experience using MSWord and Excel spreadsheets including merging to create letters and labels for mailings;

• Experience using communication skills including proper grammar, spelling, and composition, when sending correspondence, i.e., emails, memos, letters and writing minutes;

• Experience preparing travel arrangements and processing employee reimbursements.

Conclusion

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.







The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.