STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Recruitment #190718-7539CL-002

Introduction

The State of Connecticut Department of Transportation (DOT) is currently recruiting for a full-time Secretary 2. This position will reside in the Office of Staff Development and will be required to handle the day to day administrative requirements of this office, filing, managing and ordering supplies as needed, assisting with classroom set up, answering and directing calls and assisting employees regarding training, tuition reimbursement and other related questions; assist with travel requests and related forms.

Other duties include, but are not limited to: Serve as a point of contact for the office, compose letters and memorandums, prepare letters for the Director’s signature; assist with the processing of tuition reimbursement applications, relay policies, procedures and requirements as well as contract language as it pertains to the employee they are assisting; participate in staff meetings; take notes as needed, arrange and schedule meetings and trainings for the Department; prepare various reports, create and run Core-CT EPM reports as needed; coordinate any needed services for copier issues, building heating and cooling, etc.; Assist with the management if the Department’s Federally funded Training and Conference Needs Project, payments, etc.; Maintain the Department’s employee Training database (LMS) which tracks employees’ training records which is used to create courses, course waitlists, and scheduling notices. Monitor DOT course wait list for scheduling purposes, data enter attendance rosters, etc.; Greet and direct visitors, book rooms and ensure availability, provide traveler information to consultant trainers such as area hotels, restaurants and driving directions.

Selection Plan

In order to be considered for this job opening, you must meet the Minimum Qualifications and the Preferred Qualifications as listed on the job opening. You must specify your qualifications on your application.

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.
Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.

Direct questions pertaining to this recruitment to jennifer.brame@ct.gov. Reference #28756.

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

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

Preference will be given to applicants who can demonstrate these competencies in their application:

1) Excellent written and verbal communication skills.
2) Experience using a Learning Management System.
3) Advanced proficiency with Microsoft Outlook, Word, Excel and PowerPoint.
4) Experience using Core-CT for both Human Resource and Financial Functions.
5) Experience scheduling large meetings or training sessions.

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.