Connecticut StateDepartment of Administrative Services

Secretary 2

Recruitment #190522-7539CL-001

Introduction

The State of Connecticut is looking for self-starters willing to make a difference. We are working to improve the experience of all those who interact with the State and are making progress, but we’ve still got work to do. That’s where you come in. Come join an organization that provides superior benefits, competitive salaries and where people truly believe in what they are doing. We’re committed in bringing passion and customer focus to all those with whom we interact.

The State of Connecticut 
Department of Administrative Services ' Platform Services Division, part of Bureau of Enterprise Systems and Technology (BEST), seeks qualified individuals for the position of Secretary 2. This position is located at 55 Farmington Ave, Hartford CT. This is a full-time 40 hours per week position. The work schedule is as follows: Monday through Friday from 8:00 a.m. to 4:30 p.m.

The selected candidate will report directly to the Director of Platform Services.

The successful candidate will perform skilled clerical work and provide general secretarial support to our departments. The Secretary 2 will be responsible for creating and maintaining purchasing records, coordinating meetings for management, be a resource for staff and other office functions. This position is ideal for someone who is motivated, able to prioritize work assignments and capable of working without supervision.

All applicants must include a resume within the "Resume Tab" of their application.

(Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, performance reviews, attendance records, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency. Applicants must meet the minimum qualifications as indicated to apply for this position. State employees currently holding the above title or those who have previously attained permanent status in this class may apply for a lateral transfer.

Questions about these required documents or any other phase of this recruitment should be directed to the hiring agency's human resources office: Elena Vazquez, elena.vazquez@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

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.

EXAMPLES OF DUTIES

In addition to the duties outlined below this position:

  • maintains agency Information Technology hardware and software purchases, maintenance renewals and inventory;
  • collects, compiles and analyzes information and data;
  • responds to vendor queries and discrepancies in person, by telephone and by email;
  • maintains agency records using Microsoft Suite including Mail Merge;
  • reads for errors involving spelling, punctuation, and grammar;
  • contacts vendors for software and hardware quotes;
  • maintains and prioritize Director’s calendar;
  • coordinates purchase with the fiscal division for proper budget coding;
  • completes onboarding and off-boarding process for Platform Services employees;
  • performs related tasks and duties for other Division within BEST.

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.

KNOWLEDGE, SKILL AND ABILITY

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).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years' experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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 to a maximum of two (2) years.

PREFERRED QUALIFICATIONS

The successful candidate will possess:

  • Experience with Microsoft Office Suite (Outlook, Excel, PowerPoint, Word);
  • Experience generating reports;
  • Experience completing work tasks without supervision;
  • Proofreading skills;
  • Experience processing requisitions in CORE-CT Financials.

Conclusion

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.







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