Connecticut StateDepartment of Administrative Services

Secretary 2

Recruitment #210610-7539CL-002

Introduction

Are you a savvy administrative professional who is looking for a role in the field of education?

We invite you to explore this unique opportunity! 

The State of Connecticut, Department of Correction (DOC) is seeking to hire qualified individuals for the role of Secretary 2 within the Education Unit at the following locations:

These are full-time positions (40hours/week) with a first shift schedule.

Your Role

As a Secretary 2, you will perform administrative duties for school administrators, which may include:

  • Screening calls;
  • Preparing reports and financial data;
  • Receiving and directing visitors;
  • Filing;
  • Internet research;
  • Coordinating office support services;
  • Sorting and distributing mail;
  • Data entry;
  • More details can be found in the job classification.

Our Agency

Mission: "The Connecticut Department of Correction shall protect the public, protect staff and provide safe, secure and humane supervision of offenders with opportunities that support successful community reintegration."

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

The agency operates 14 correctional facilities and is headquartered in Wethersfield, CT. The DOC protects public safety by ensuring offenders serve their sentences of imprisonments in facilities that are safe, human, and provide re-entry programming.

We are a unified system; all sentenced and un-sentenced offenders are supervised by the DOC. The Department also provides supervision for offenders on parole, community release, and other discretionary release programs.

What We Can Offer You

Working for the State of Connecticut can offer an array of experiences to add to your skillset. In addition, we provide a comprehensive benefits package:

  • Work/life balance including flexible scheduling and generous time off
  • Health coverage and wellness program incentives
  • Retirement savings plans
  • A challenging, yet rewarding experience!

Discover how you can Make an Impact

     

Selection Plan

This is a competitive recruitment, open to the public. Applicants must meet the minimum qualifications as indicated to apply for this position.

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

All State employees shall follow the guidelines as listed in Executive Orders 13F (3a) and 13G (3a).

To Apply:

  • Complete a Master Application and directly apply to this recruitment.
  • Supplemental documentation such as a resume or cover letter are no longer being accepted at the time of application however, you may be asked to submit them at a later time closer to the interview stage. Please ensure that your application is thorough and complete and include all details within the application. You will be unable to make revisions once it is submitted.

What to Expect After You Apply:

Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.

This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.

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, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.

Should you have any questions regarding this recruitment, please contact Samantha Wasef, HR Associate – Talent Solutions: Samantha.Wasef@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

  • Experience working in an education setting;
  • Experience with Special Education data/filing systems;
  • 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;
  • Experience with State of CT Education Software Programs including: 
- Adult Ed. Reporting;
- PSIS (Public School Information System);
- PowerSchool.

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.