Secretary 2

Do you want to join a dynamic team that is shaping the future of Transportation in Connecticut? The State of Connecticut Department of Transportation (DOT) seeks applications for a Secretary 2 position in the Bureau of Engineering and Construction, Division of Bridges, at our Newington headquarters building.

This position is full time, 40 hours per week, and is in the NP-3 (Administrative Clerical) bargaining unit. The Secretary 2 will provide excellent customer service to the staff and management of the Bridge Safety and Evaluation Section and the Hydraulics and Drainage Section. The Secretary 2 will be responsible for preparing correspondence and technical reports; copying, scanning, and filing documents and reports; electronic file management; proof reading draft documents prepared by engineers and staff; maintaining and ordering office supplies; tracking and scheduling training; mail handling; answering telephone calls and supplying information requested, resolving problems or redirecting inquiries; setting up meetings; serving as back-up to other clerical staff and other related duties as required.

In addition to a competitive starting salary and excellent State benefits package, the DOT also offers the convenience of an on-site, low-cost fitness center, on-site cafeteria and free, ample parking. Our headquarters is easily accessible from major highways and by public transportation.

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).

Applicants must include a resume within the "Resume Tab" of their application. Ensure that your application is complete before submitting it. Applicants will be unable to make revisions once their application is submitted into the JobAps system. Applicants who submit and subsequently withdraw their application will not be able to resubmit for the same posting.

NOTE: At any point during the recruitment process, applicants may be required to answer additional questions and/or submit additional documentation which supports their qualification(s) for this position. These documents may include: cover letters, college transcripts, verification of degree completion, foreign education equivalency reports from a recognized USA accrediting service, proof of licensure, performance appraisals, employment/ supervisory references, etc.

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position(s). The candidate pool resulting from this posting may be used to fill Secretary 2 vacancies that occur at the Department of Transportation, Bureau of Engineering and Construction, in the next twelve (12) months. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your Jobaps portal account. 

Should you have questions pertaining to this recruitment, please contact Jackie Ouellette at jackie.ouellette@ct.gov. Reference: Secretary 2 Division of Bridges #109406

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.

Highly preferred qualifications include a positive attitude, initiative and motivation to succeed; strong attention to detail; a high level of professionalism; excellent interpersonal skills including the ability to be cooperative with supervisors, challenging customers and co-workers; critical thinking and problem solving ability; proficiency with Microsoft Outlook, Word, Excel, PowerPoint and Internet Explorer; experience using CORE-CT for ordering, experience maintaining supplies and experience tracking office budgets; ability to learn and use new computer applications; excellent typing and proofreading ability; knowledge of proper grammar, punctuation, spelling and business correspondence formatting; organizational skills; ability to prioritize, multitask and provide support to multiple people/sections at the same time; ability to complete assignments within specified deadlines; ability to communicate effectively, both verbally and in writing; excellent attendance; clerical experience in a construction and/or engineering environment; familiarity with engineering documents; a college degree or college coursework.

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.