Secretary 1

 

The State of Connecticut, Department of Emergency Services and Public Protection is looking to hire a Secretary 1 for Eastern District Major Crime.  This is a demanding position that performs and coordinates administrative duties for Eastern District Major Crime that consists of five (5) independent Major Crime Units.  The Secretary 1 position is critical in the effective and efficient coordination of administrative efforts among Major Crime Units within Eastern District.   

The Major Crime Unit holds a large case load and is tasked with many cases that rely heavily on clerical support.  The selected candidate would be responsible for assisting with the processing of case files in an effort to comply with administrative and statutory deadlines, assisting in preparing cases for court and the Reports and Records Unit, entering statistical data,  filing legal updates, preparing and maintaining overtime, staffing and financial reports, billing and invoice preparation, reconciling fleet inventory, ordering equipment and office supplies, maintaining personnel files, scheduling meetings and travel arrangements, answering, screening and directing incoming phone calls, greeting and directing visitors and other unit specific tasks.   

This is a full time position, 40 hours per week, Monday – Friday schedule.

Candidate selected for an interview must provide the following at the time of interview:

State Employees:

• Two (2) most recent performance evaluations
• Cover letter 
• Completed CT-HR-13 

Non-State Employees:

• Two (2) letters of professional reference from a current and/or previous supervisor
• Cover Letter
• Completed CT-HR-13  

Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks.  Selection for employment is contingent upon satisfactory completion of the background investigation.  

Click here CT-HR-13 to complete the Criminal Convictions addendum.  The CT-HR-13 can also be found on the DAS website http://portal.ct.gov/das by typing in "CT-HR-13" into the "Search Department of Administrative Services" search field.  Also considered in this selection process:  Any pending or disciplinary history within the past 2 years and review of attendance records.  Failure to provide the required documents listed above or submit your application accurately and on time, will eliminate you from the recruitment process.

This posting will fill the immediate vacancy listed above but may be used to fill future positions for this job class.  We encourage you to apply to any jobs for which you qualify for and are of interest to you.

Should you have questions pertaining to the recruitment, please contact Felicia Emanuel at Felicia.Emanuel@ct.gov or 860-685-8200.

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.

• Experience working with Law Enforcement or other Federal/State, local and private investigative agencies
• Able to view crime scene photos that may be disturbing
• Strong interpersonal skills with the ability to work well with a wide variety of people
• Experience maintaining confidential files and complying with HIPPA laws
• Experience with PeopleSoft
• Considerable knowledge of Microsoft Office Suite (Excel/Outlook/Word)
• Strong written and communication skills, attention to detail and accuracy in proof reading with considerable knowledge of proper grammar, punctuation and spelling
• Ability to multi task and meet deadlines
• Ability to prioritize and manage a large volume of work

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.