STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 1

Recruitment #210222-6976CL-002

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Introduction


Are you a hardworking, organized individual looking for a rewarding career? Does making a positive impact in Connecticut excite you? If so, we invite you to read the criteria below and apply today!

The State of Connecticut, Department of Labor has current multiple opportunities for durational Secretary 1 with the Middletown Appeals office located in Middletown, CT. Applicants will be placed in vacancies under durational appointment with anticipated end dates of 6/30/2022. Benefits and leaves will be subject to the appropriate collective bargaining contract language and Connecticut General Statutes.

Job Highlights

  • Full-time, 40 hours per week
  • Monday-Friday
  • First shift
Who We Are:

The 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 DOL's Appeals Division is comprised of the Referee Section and the Board of Review. The Employment Security Appeals Division is an autonomous, quasi-judicial agency housed in the Department of Labor. It primarily hears and decides appeals arising from decisions of the Administrator of the Connecticut Unemployment Compensation Act, from which it is statutorily independent.

The anticipated duties of this position are as follows:

  • Creating Word templates: performing basic page setup, editing, and text formatting functions.
  • Importing pre-written documents into document server files, proofreading and formatting.
  • Scanning files into an electronic document management system utilizing a Fujitzu 7800 "freestanding" scanner and Toshiba MFD 5808A "multifunctional device."
  • Formatting, proof reading, printing, copying and mailing upwards of 20 decisions per day.
  • Copying case files to mail out with the accompanying hearing notices for multiple dockets consisting of 9 cases per docket.
  • Directing in person clientele and checking in registrants for hearings.
  • Providing customer service and information to the public, including those who may be dissatisfied or frustrated, while treating them with dignity and respect.
We anticipate that there may be long-term Secretary 1 positions available in the future. Candidates who are successful in these durational roles will gain valuable experience with DOL and improve their candidacy for those long-term roles so that they can apply for any permanent positions.

Watch and learn how you can make an impact serving your state!

Selection Plan

This position is competitive and open to the public.

Please ensure that your application is complete, you will not be able to make revisions once you submit your application into the JobAps system. 

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. 

NOTE: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

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

Should you have questions pertaining to this recruitment, please contact Jennifer Neumann at Jennifer.Neumann@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

The preferred candidate will have:

  • Experience in document management and scanning.
  • Experience working on multiple tasks, producing accurate results, and meeting deadlines.
  • Experience prioritizing work and meeting time sensitive deadlines.
  • Experience providing customer service assistance to multiple diverse populations and skill levels.
  • Experience performing language interpreting assignments in any language including American Sign Language.

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.





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