Connecticut StateDepartment of Administrative Services

Secretary 2

Recruitment #210713-7539CL-002

Introduction


Are you a current State of Connecticut employee looking to take the next step in your career? If so, we invite you to apply today!

The Department of Developmental Services (DDS) is currently looking to hire for one (1) full-time job opportunity as a Secretary 2. This position will be based out of the Southbury Training School located in Southbury. This is a full-time, first (1st) shift position (80 hours/biweekly), with a work schedule of 8:00 am - 4:30 pm, Monday through Friday.
  • However, work schedule flexibility is needed in order to meet the demands of the position
In this role, we would entrust you to independently perform a full range of secretarial support duties. Among other tasks assigned, this would include:
  • Composing and maintain in-depth correspondence, reports, drafts, etc.
  • Crafting and compiling various narrative or statistical reports
  • Organizing and coordinating meetings, including attending meetings and taking meeting minutes
  • Acting as representative for us by greeting visitors, answering phone calls, and providing advice to callers on policies and procedures 
As a state employee, you would continue to have access to the same competitive benefits package you are accustomed to. This includes health and dental insurance, a retirement plan, group life insurance, and other supplemental benefits. Paid time off is also offered, including 12 paid holidays per calendar year, in addition to vacation, sick and personal leave accruals.

We hope you take this opportunity to join our team and continue serving your state!

Selection Plan

Applicants must meet the Minimum Qualifications as listed on the job opening and must specify their qualifications on their application. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.

Please note you will be unable to make revisions once you submit your application for this posting to the JobAps system. The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. 

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. Failure to reply by the deadline indicated on the notification may result in you being disqualified from consideration.

If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Renee LaBarge, DDS EEO Director at (860) 418-6022 or Renee.LaBarge@ct.gov

If you have questions regarding this recruitment, please contact Ethan Ives at Ethan.Ives@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 applicants who possess the following:
  • Experience performing clerical work in a setting that provides services to individuals with Intellectual and Developmental Disabilities
  • Experience working with Microsoft Office Suite including; Outlook, using/creating Excel spreadsheets, Word documents and mail merges utilizing Access, creating charts, graphs and reports, composing correspondence, tracking work, and scheduling meetings
  • Experience interacting with and explaining information to individuals in a fast-paced environment that involves considerable phone and email contact
  • Experience communicating over the phone and in writing to multiple diverse populations and skill levels
  • Experience identifying problems, troubleshooting, researching solutions, making a decision, and verifying accuracy of decision
  • Experience scheduling and prioritizing multiple tasks with competing due dates
  • Experience interacting and corresponding with various state and private agencies
  • Experience working with policies and procedures specific to individuals with developmental and intellectual disabilities and verifying interpretation of the policies is correct
  • Experience with payroll, purchasing, data collection and scheduling
  • Experience proofreading and editing documents resulting in error free work
  • Experience ensuring sensitive information is kept confidential
  • Experience with emergency services support
  • Experience with CT Quality and Systems Improvement (QSI) Licensing

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.