Executive Secretary

The State of Connecticut’s Office of Policy and Management (OPM) seeks to fill a full-time, forty (40) hour per week, Executive Secretary position. The anticipated duties of this position are as follows:

• act as confidential secretary to high-level administrators in the agency;
  
• serve as the main/first contact representing the Office of the Secretary;
  
• interact with the public, executive and legislative branch employees, and legislators;
  
• interact with high-ranking officials in the Office of the Governor or State Legislature to coordinate meetings or transmit documents on behalf of the Office of the Secretary;
  
• schedule appointments, arrange meetings, and maintain calendars;
  
• triage meetings and document requests under the direction of the Office of the Secretary;
  
• track and manage documents requiring the agency head’s signature;
  
• compile and coordinate data for action by superior;
  
• take and transcribe confidential correspondence from supervisor or at meetings and/or hearings;
  
• type a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms;
  
• prepare letters or reports and advise superior of appropriate action taken on routine matters;
  
• maintain and check records and files;
  
• perform special assignments, studies and routine administrative functions as specifically directed;
  
• screen incoming correspondence, refer to appropriate staff and follow up to insure timely response; and
  
• transmit to or request information from other state executives.

Please ensure that your application is complete and have included a resume within the "Resume Tab" of your application.

Candidates who do not submit the required documents above will not be considered.

Questions about these required documents should be directed to the hiring agency's human resources office: Carolyn Kozak at (860) 418-6324 or opm.recruitment@ct.gov.  

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, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

Acts as personal secretary and provides office management to the administrative head and/or to each undersecretary or deputy to such head of a department or institution as authorized by Section 5-198(11) of the Connecticut General Statutes.

Acts as confidential secretary to an executive; relieves superior of administrative details through interaction with the public and routine contacts with other state executives; complies and coordinates data for action by superior; takes and transcribes confidential correspondence from supervisor or at meetings and/or hearings; types a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms following proper format; prepares own letters or reports and advises superior of appropriate action taken on routine matters; schedules appointments and arranges meetings; acts as receptionist; maintains and checks records and files; performs special assignments, studies and routine administrative functions as specifically directed; screens incoming correspondence, refers to appropriate staff and follows up to insure timely response; may supervise a clerical staff assigning work and following up to insure completion; may transmit to or request information from agency staff for agency head; performs related duties as required.

Considerable knowledge of office administration and management; considerable knowledge of functions, procedures, programs and regulations of relevant organizational unit; considerable knowledge of English grammar, spelling and punctuation; considerable interpersonal skills; ability to interact effectively with supervisor, co-workers and general public; ability to work independently on administrative tasks and make decisions within framework of departmental policies; ability to follow complex instructions; ability to take accurate and complex dictation; supervisory ability.

The preferred candidate will have experience with the following: taking and transcribing meeting minutes; simultaneously providing clerical and administrative support to multiple high-level administrators in an organization; experience answering and responding to phone inquiries from the public; managing the calendars of high-level administrators in Microsoft Outlook; be a proficient user of Microsoft Office products (including Outlook, Word and Excel); ability to work independently and to maintain the confidentiality of work products;  effective proof-reader; high level of accuracy and ability to pay attention to detail; and effective oral and written communication skills.

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. If you are requesting special accommodations under the provisions of the Americans with Disabilities Act (ADA) please contact Carolyn Kozak at 860-418-6324 or carolyn.kozak@ct.gov.