Secretary 2

Are you a self-starter? Do you want to make a difference? Are you looking to take that next step in your career?  If so, please read on to learn more about this wonderful opportunity!  

The State of Connecticut, Department of Developmental Services (DDS) – Central Office seeks a highly motivated and dynamic Secretary 2 for our Division of Investigations based out of Hartford, CT. This is a full time, first shift, 40 hour per week position with a work schedule of Monday – Friday 8:30am – 5:00pm.  However, work schedule flexibility is required in order to meet the demands of the job.  

You will discover the opportunity to:  

• Engage in a rewarding career;
• Provide support to a division that is passionate about improving the lives of those we serve;
• Showcase your talents in a meaningful role;
• Work together in a collaborative team environment.  

We hope you take this opportunity to continue your career with us and make an impact by serving your state!

In order to be considered for this job opening, you must be a current State of CT employee of the Department of Developmental Services, 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).

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

Applicants must meet the Minimum Qualifications as listed on the job opening and must specify their qualifications on their application. Please note you will be unable to make revisions once the application is submitted to the JobAps system.

Incumbents in this position may be expected to travel statewide.  

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.  

If selected for further consideration, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: performance reviews, attendance, supervisor references, college transcripts, etc., at the discretion of the hiring agency.   

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status updates during the recruitment process. Please note that not all applicants will be contacted for interview and are encouraged to apply for future postings.  

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

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.            

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

Preference will be given to candidates who possess:  

• Experience with Microsoft Office Suite, including but not limited to, Word, Access, Excel and PowerPoint.   
• Experience with legacy MS applications.
• Experience using both TEAMS and ZOOM.
• Experience with entering and extracting data to create reports from the DDS eCamris or other databases.
• Experience with tracking deadlines for projects and creating reports to illustrate when such projects are nearing required deadlines.

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.