Connecticut StateDepartment of Administrative Services

Secretary 1

Recruitment #201216-6976CL-001

Introduction


Are you looking for an opportunity to work within the educational system in a supporting role?
Are you an experienced multi tasker looking to help the staff and students of an educational institution?

The State of Connecticut, State Department of Education (SDE) is recruiting for a full-time Secretary 1 position within The Connecticut Technical Education and Career System (CTECS). This position is located at Emmett O'Brien Technical Education and Career System in Ansonia and will be responsible for providing clerical support to the guidance office. Office management and the ability to communicate, both written and oral, with state agencies, school personnel, students and parents are critical elements of the position.  An ability to think creatively, problem-solve, and cultivate and retain relationships of trust are essential qualities. As CTECS undergoes systemic growth and organizational transformation, it is important that this person be able to manage a certain level of ambiguity and change. 

This position will be located at the Emmett O'Brien Technical Education and Career System in Ansonia, CT. This is a 12-month position, 40 hours per week, Monday – Friday, 7:30 AM - 4:00 PM.

Selection Plan

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).

This position will be filled in accordance with reemployment, SEBAC, transfer, promotion and merit employment rules.

Applications to this recruitment may be used for future vacancies.

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error. 

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.

Due to the volume of applications anticipated we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.

If selected for further consideration, State employees may be required to provide last 2 service ratings. 

If you have any questions pertaining to this recruitment please email your inquiry to Catherine.Downey@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

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.

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 candidates that possess:

  • Two (2) years hands on experience performing office responsibilities and clerical tasks in a school setting;
  • Experience using Powerschool in an administrative capacity;
  • Experience using advanced tools in Microsoft Office products;
  • Experience multi tasking and handling confidential and time sensitive information;
  • Experience using Google applications.

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.