Secretary 2

The State of Connecticuts' Department of Correction is a diverse agency with a wide variety of employees from Correction Officers, to Educators, to Managers and other Skilled Professionals.  We value differences that make us stronger as a team and support our mission. 

The agency is seeking a Secretary 2 for the Education unit at Manson Youth Institution in Cheshire, CT.  This position is first shift, full time and offers exceptional benefits.

Just some of what we can offer you:

• A variety of  extremely affordable medical and dental plans
• Participation in a retirement plan
• 12 paid holidays per calendar year
• Vacation, sick and personal time
• Healthy work/life balance  

 

A typical day will include, screening calls, preparing reports and financial data, receiving and directing visitors, filing, internet research, coordinating office support services, creating documents and files in and out of the Microsoft office suite, sorting and distributing mail and data entry.  The ideal candidate will have experience working in an educational setting.

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 and your personal status board on the online employment center. Please check your SPAM and/or Junk folders, as emails could end up there in error. 

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.  Please ensure that your application is complete.  You will be unable to make revisions once it is submitted.  Questions can be sent to Emily.Kennedy@ct.gov.

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.

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.

• Experience working in an education setting
• Experience with Special Education data/filing systems
• Experience with Adult Ed. reporting
• Experience with PSIS (Public School Information System)
• Experience with PowerSchool
• Experience using Microsoft Excel tracking and sorting data, as well as constructing charts and graphs
• Experience using Microsoft Outlook calendars for scheduling meetings
• Experience performing administrative and office support activities for multiple supervisors
• Experience with high volume data entry

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.