Connecticut StateDepartment of Administrative Services

Secretary 2

Recruitment #210401-7539CL-001

Introduction

The State of Connecticut Department of Children and Families' (DCF) mission is partnering with communities and empowering families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce who strive every day to meet the needs of those we encounter. Currently we are seeking individuals who are looking to advance their career and make a difference.  

We are actively recruiting for a Secretary 2 position in the Norwalk Area Office. This is a full-time, 40 hours per week, Monday-Friday, 8 am to 5 pm position. The position is located at 761 Main Avenue, Norwalk, CT  06851.  

The Secretary 2 will be required to perform a variety of high-level administrative duties that support the Office, Program Supervisors and Office Director and may have lead responsibility over other clerical staff.  

The ideal candidate will have:

  • Ability to communicate effectively and tactfully with staff and the public;
  • Must be able to handle information of high level of confidential nature with discretion;
  • Be organized.  

Duties will include, but are not limited to:

  • Coordinate meetings, attend meetings, prepare meeting minutes and follow up to ensure minutes are approved by facilitator.
  • Perform electronic file maintenance work including updating and maintaining computer files.
  • Process invoices and follow up with providers with any invoice discrepancies.
  • Assist other clerical with e-filing of legal/court document, Timesheet.
  • Ordering supplies and keeping inventory of various resources.

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).  

Applicants must meet the Minimum Qualifications as listed on the job opening and specify their qualifications on their application. Please ensure that your application is complete and you have included your resume in the “Resume Tab” of your application as you will be unable to make revisions once you officially submit your application into the JobAps system.  

Applicants invited to interview may be required to submit additional documentation supporting their qualification(s). These documents may include: performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the agency.  

This posting may require completion of additional referral questions (RQ’s) 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.    

Applications to this recruitment may be used for future vacancies.  

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

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

PURPOSE OF JOB CLASS (NATURE OF WORK)

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.

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 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.

KNOWLEDGE, SKILL AND ABILITY

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).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years' experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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 to a maximum of two (2) years.

PREFERRED QUALIFICATIONS

Preference will be given to candidates who possess:  

  • Experience working with Microsoft Outlook, Word, Excel, PowerPoint, and Teams for scheduling and coordinating meetings and taking minutes.
  • Experience utilizing the Core-CT & Kronos for timesheet entering.
  • Experience with Connecticut On-Line Law Enforcement Communication Teleprocessing System (Collect) and National Crime Information System (NCIC).
  • Experience developing office procedures and systems, including electronic filing systems, invoice, supply order.
  • Experience maintaining up-to-date information for a large group of staff members, including attendance records, travel authorizations, reimbursements, calendars.

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.