Connecticut StateDepartment of Administrative Services

Secretary 1

North Region

Recruitment #200330-6976CL-001

Introduction

The State of Connecticut Department of Developmental Services (DDS) - North Region's Regional Director's Office - has one (1) current Full-Time job opportunity for a Secretary 1 based out of the East Hartford Office.

This is a full-time (40) hour per week position - 1st shift. The work schedule is: Monday - Friday 8:00 a.m. to 4:30 p.m. However, must be flexible in order to meet the needs of the agency, individuals, and their families.

This Secretary 1 position will provide administrative support in processing allegations, investigations, and follow up activities relating to the abuse and neglect of persons with intellectual disabilities. State law requires that such allegations be promptly evaluated and investigated playing a key role in ensuring that these tasks are timely executed and with these efforts contribute to the real time accuracy of two databases used in the Abuse and Neglect system. As such, they also ensure compliance with other legal mandates, which may require quick access to investigation records and or preparation of status reports for the Department of Developmental Services Regional Director as well as others.

This Secretary 1 position will interface via phone and email on a daily basis with managers, executive directors, nurses, investigators and other state agencies. 

Applicants must meet the Minimum Qualifications as listed on the job opening and must specify their qualifications on their application.

Please note you will be unable to make revisions once you submit your application for this posting to the JobAps system.

 

 

 

 

Selection Plan

If selected for further consideration, at the time of interview, State employees may be required to provide two (2) most recent Service Ratings and Non-State employee may be required to provide two (2) recent professional references.

• Incumbents in this class must possess and retain a valid Motor Vehicle License.
• Incumbents in this class may be required to travel.

This posting MAY require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. Please regularly check your email for notifications. You must reply by the deadline indicated on the notification or you will be automatically disqualified from consideration.

Should you have questions pertaining to this recruitment, please contact Cindy Lukaszewicz at Cindy.Lukaszewicz@ct.gov.
 

PURPOSE OF JOB CLASS (NATURE OF WORK)

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

EXAMPLES OF DUTIES

Administrative support to Abuse Neglect Liaison; accept and distribute secure notices of abuse/neglect allegations; data base management; answering phone, copying, scanning, filing, report compilation (including bi-weekly report of active investigations; food consistency error report; alleged perpetrator report) investigator training registration roster as well as performing 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.

KNOWLEDGE, SKILL AND ABILITY

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).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

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

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.

PREFERRED QUALIFICATIONS

Preference will be given to those individuals who possess:

  • Experience working with government or private agencies that provide services to persons with disabilities;
  • Experience working with law enforcement or other investigative agencies;
  • Experience dealing with sensitive or confidential information notably HIPAA;
  • Experience with electronic record keeping systems.
  • Demonstrated organizational, oral, and written communication skills including gathering data,  identifying trends, drawing conclusions;
  • Demonstrated ability to multi task, meet deadlines and work in a fast paced setting;
  • Computer proficiency in Outlook, Word, Excel. Microsoft Office Suite, Filebound, Access. 
            

 

 

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.






The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.