Secretary 2

The State of Connecticut Department of Transportation (DOT) has a Secretary 2 job opportunity available in the Bureau of Engineering and Construction, Office of Construction in District 4 located in Thomaston. This position is full time, 40 hours per week, and is in the NP-3 (Administrative Clerical) bargaining unit. The selected candidate will independently perform a full range of secretarial support functions.

Duties include formatting and typing a full range of construction correspondence and reports; performing data entry and designing spreadsheets using Access and Excel; researching and compiling information from a variety of sources and prepare complex reports (using judgment in selection of items to be included; designing office filing systems and maintaining files (including confidential and electronic files; composing complex letters and/or memoranda, etc.; proofreading and editing correspondence from engineers, field and/or consultant staff; greeting and directing visitors; answering phones and screening incoming calls, directing callers and/or providing advice to callers regarding Department and construction policy and procedures; coordinating with others both within and outside of the organization on a variety of construction matters; reviewing letters, memos, reports and other materials to determine action required; may make recommendations to the supervisor; arranging and coordinating meetings (including space and equipment); assembling and coordinating meeting materials, including attending frequent preconstruction meetings to take meeting minutes and prepare final minutes; preparing expense reports and making travel arrangements; maintaining inventory of supplies; using CORE-CT to complete, process and maintain purchasing paperwork (Epros, purchase orders, etc.); maintaining training and project reports; designing and initiating new forms and procedures to facilitate workflow; scanning and emailing a variety of construction documents, including distribution of documents with critical schedules.

In order to be considered for this job opening, you must be a current Department of Transportation 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 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 qualifications for this position. These documents may include; cover letters, college transcripts, verification of degree completion, proof of licensure, performance appraisals, employment/supervisor references, etc.

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. The candidate pool resulting from this posting may be used to fill Secretary 2 vacancies that occur in District 4, Engineering & Construction unit, 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 any questions pertaining to this recruitment please contact Jackie Ciampi at Jacqueline.Ciampi@ct.gov and reference Pos. # 30647.

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.

Experience in support functions for a construction office is necessary. Experience working with the public, routing and resolving complaints. Experience with extensive typing of technical correspondence and reports. Ability to work independently in planning, coordinating and executing a full range of office support activities.

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.