Secretary 1 (Durational)

The State of Connecticut, State Department of Education invites applicants to apply for a durational full-time Secretary 1 position within The Connecticut Technical Education and Career System.This position will maintain an exceedingly functional office environment while providing direct administrative support to the school principal and clerical support to the main office. In addition, the ideal candidate would have experience in office management and background that include expertise in computer programs such as excel, word, power-point, and preferably power-school. It is important that that the candidate is able conduct research, prepare reports, documents, manage calendars, take accurate minutes of meetings, and make travel arrangements. The candidate must have the ability to think creatively, problem-solve, and cultivate and retain relationships of trust and essential quality. The ability to communicate, both written and oral, with state agencies, school personnel, students and parents are all critical elements of the position. It is important that this person be able to manage a certain level of ambiguity and change.

This position is located at 7 Mahan Drive, Norwich, CT, and is based on a 12-month position, 40 hours a week, Monday – Friday, 7:30 a.m. – 4:00 p.m.

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

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.  For all other inquiries, please contact Ryan Howe at ryan.howe@ct.gov.

In a state agency, this class is accountable for performing a full range of secretarial support functions.

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 routine letters/memoranda, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.

4. REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month).

5. INTERPERSONAL: Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit).

6. PROCESSING: Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); 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; performs related duties as required.

Considerable knowledge of office systems and procedures; considerable knowledge of proper grammar, punctuation and spelling; knowledge of business communications; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which includes personal computers and electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor).

Two (2) years' experience above the routine clerk level in office support or secretarial work.

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.

• Three or more years of experience in direct support to school principal
  
• Experience in CORE – CT, specifically the HR module or some experience in other financial systems
  
• Experience in coordinating data and drafting reports, e.g. PPT’S, monthly mileage reports, edit / update relevant data / process / spreadsheets as needed
  
• Knowledge of Google applications (calendars, spreadsheets and drive)
  
• Experience working with confidential and time sensitive information
  
• Ability to work independently and take initiative to complete tasks in a timely manner
  
• Ability to prioritize follow-up action, calls and field requests for the school
  
• Ability to manage difficult situations with tact and diplomacy
  
• Ability to multi-task while maintaining attention to detail and practicing problem-solving skills
  
• Ability to communicate in Spanish a plus

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.