Secretary 2

The State of Connecticut Department of Transportation (DOT) invites its qualified DOT employees to apply for a Secretary 2 job opportunity available in the Bureau of Highway Operations, Special Services Unit in District 3 located in New Haven. 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, for details please see the Example of Duties section below.

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).

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 3, 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 Michele Joyce at michele.joyce@ct.gov and reference position #28591.

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.

Duties include, but are not limited to:

• 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; and,
• Scanning and emailing a variety of construction documents, including distribution of documents with critical schedules.

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 complex clerical tasks performing an array of administrative support functions. 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.