Secretary 2

The State of Connecticut, Department of Labor (DOL) is committed to protecting and promoting the interests of Connecticut workers. In order to accomplish this in an ever-changing environment, we assist workers and employers to become competitive in the global economy. We take a comprehensive approach to meeting the needs of workers and employers, and the other agencies that serve them. We ensure the supply of high-quality integrated services that serve the needs of our customers.

DOL has a current opening for a Secretary 2 in Wethersfield, CT. This position provides secretarial support to the Director of the Facilities unit.  The Facilities unit provides the leasing, lease compliance, design, safety, and security needs of the Agency's field offices.  The unit also provides equipment procurement, property control, mail services and duplicating services for the Agency.

This is a full-time, first shift position, Monday-Friday, 8:00AM-4:30PM.

Applicants are required to submit a resume on the resume tab with their submission.

Questions about this position should be directed to the hiring agency's human resources office: DOL.HR@ct.gov.  

This position is competitive. Open to the public.

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.

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.

This specific position will:

Troubleshoot Facilities needs and quality compliance relieving the Director of as much administrative detail as possible.

Within limits of authority, regularly make decisions in the absence of the Director.

Perform administrative duties for Facilities staff members in addition to Director.

Arrange meetings, appointments and travel schedules.

Submit monthly travel expense reports and enter weekly timesheets.

Maintain inventory of office supplies and equipment.

Act as primary contact person for Central and Local office needs.

When contacted access the need, resolve the issue or assign the issue to appropriate staff person, vendor or building owner.

Compose/prepare complex lease agreements for DOL local offices.

Consult with DOL attorneys for clarification of legal verbiage contained with leases.

Act as liaison for lease approval/signature and compliance process.

Act as lead for reporting and record keeping duties associated with Agency Transportation Administrator functions.

Review, validate and process “in-state” mileage reimbursements for DOL staff.

Attend a variety of meetings at Central and Local offices relating to building facility issues.

Take and compose minutes for meetings and provide copies to essential attendees.

Maintain work order database.

Inventory Asset processing.

Process approvals for destruction and storage of documents controlled by “record retention schedules”.

Maintain a variety of Access databases including an emergency key contacts list, landlord and property manager contacts for Local offices and lease renewal/expiration dates.

 

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.

Preference will be given to those that have the following:  

Proficient in Word and Excel.

Excellent customer service experience.

Ability to multi-task.

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.