Secretary 2 (Confidential)

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.

The State Board of Mediation and Arbitration, SBMA, is a state agency that is empowered under the Chapter 560 of the Connecticut General Statutes. The objectives of the Board are to save jobs by maintaining peaceful employer/employee relations, and to promote equity between labor and management by resolving labor disputes. This is accomplished through the mediation and arbitration services available to employers and employee organizations, in the public and private sector. The goal is to provide efficient, professional and timely mediation services of grievances and contracts in the public and private sector area. The mediation process helps promote an atmosphere conducive to assisting labor and management in resolving collective bargaining controversies. Understanding that there is a need for labor and management to shift towards cooperation and away from conflict, the Board offers the services of mediation for outreach and education programs in the art of dispute settlement. The Board provides arbitration services for the purpose of arbitration of disputes over the application or interpretation of the terms of a written collective bargaining agreement.

The SBMA has a current opportunity for a Secretary 2 (Confidential) located in Wethersfield, CT.

This position is full time, 40 hours per week, first shift.

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

This position is competitive.

In order to be considered for this job opening, you must be a current State of CT employee, who has permanent state status* and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.

*For employees in the classified service, permanent status is obtained after successful completion of a working test period.  For employees in the unclassified service, permanent status is obtained after serving in a position for at least six months (full-time or full-time equivalent).

Resumes are not required, but are recommended.

Please ensure that your application is complete. You will be unable to make revisions once you officially submit your application to the State of Connecticut.

Candidates who submit an untimely, incomplete or inaccurate application will not be considered for this employment opportunity.  

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.

Specific duties for this position include:  

-Mediation Cases: SBMA secretary will process and follow up on all requests for mediation for grievance mediation matters. This involves assigning the mediator, assigning case numbers, sending all correspondence confirming mediation requests and assignments, maintaining accurate email addresses as needed for mediators, entering information into the data base and routine filing.  

-Interest Binding Arbitration: Binding arbitration is the impasse resolution process for collective bargaining with Labor and Employers. This process is governed by statute and requires attention to detail and timely follow up with the parties. Duties include: creation and execution of numerous letters to the parties. This correspondence is time sensitive, requires extensive record keeping and sequential processing of progressive letters relating to the selection of the binding arbitration panel, scheduling of hearings and possible waivers of time lines. Mediation can also be requested at any time during these procedures, the secretary then processes the mediation request.   

-Closing MBA Contract Case Files, Processing MBA Contract Awards and MPC Cases: All of these areas similarly require attention to detail, the production and processing of multiple types of correspondence, directing parties to complete the necessary forms related to each function, distributing completed materials (Binding Arbitration Awards) to various recipients, filing, adding information to the data base and closing the files. The secretary will adhere to a variety of time sensitive schedules for these processes.  

-SBMA Phone and Cross Training: Phone coverage is a team activity shared by the SBMA secretarial staff. Due to the limited number of staff, the secretaries are cross trained to be competent in all facets of the SBMA office work, including receipt and processing of grievances and grievance payments, scheduling grievance arbitrations and assigning arbitrators, researching Motions to Vacate, and ordering supplies. These are only some examples of the skills and knowledge required through cross training.  

-Train and supervise staff employees in the process of complex binding arbitration procedures to accommodate peak periods. Oversee  staff as needed to answer questions regarding the process. Manage and prepare excel reports/worksheets for cases, supervise this process with staff so they are able to process these cases on their own when necessary. Manage mediators as they move forward with the mediation process; check on all reports, case follow up, mediation sessions and necessary forms to be certain all are updated in a timely manner.

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 some legal background.  The ideal candidate must be proficient in Word and have excellent typing skills.

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.