Secretary 1

The State of Connecticut, Department of Public Health (DPH) is hiring! We are seeking a qualified individual for the position of Secretary 1. This position will work within the Infectious Diseases Section of DPH. This Secretary 1 position will provide vital support for the Epidemiology and Emerging Infections, including the COVID-19 team, and Healthcare Associated Infections and Antimicrobial Resistance Programs. These are dynamic programs covering a wide array of activities and candidates must have attention to detail and flexibility to adapt to changing program needs. These Programs have been at the center of the COVID-19 response since January 2020, supporting the agency’s mission to protect and improve the health and safety of the people of Connecticut.

Responsibilities of this Secretary 1 position will include, but are not limited to:

• Answering multiple telephone lines and triaging calls to appropriate program staff
• Communicating appropriately with agency staff, healthcare providers, and the public verbally and in emails
• Opening, sorting, and filing or electronically uploading program mail and faxes
• Reserving conference rooms for meetings with internal and external partners 

The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by assuring the conditions in which people can be healthy, preventing disease, injury, and disability, and promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state. 

DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.

Are you interested in joining our team as a Secretary 1? We encourage you to apply today! This position is conveniently located in Hartford, CT. The work schedule for this position is typically Monday - Friday, 40 hours per week.

We offer a competitive benefits package, excellent health care, generous leave policies, retirement plan, and more! We also encourage a healthy work-life balance to all employees!

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).

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

This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.  

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account. 

Interviews will be limited to candidates whose experience most closely meet the preferred requirements of the position.  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. Applicants must meet the minimum qualifications as indicated to apply for this position. 

Please Note: You will be unable to make revisions once you submit your application for this posting to the JobAps system.

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. 

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. 

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) .

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

 

 

In a state agency, this class is accountable for performing a full range of secretarial support functions.

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 routine letters/memoranda, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.

4. REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month).

5. INTERPERSONAL: Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit).

6. PROCESSING: Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); 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; performs related duties as required.

Considerable knowledge of office systems and procedures; considerable knowledge of proper grammar, punctuation and spelling; knowledge of business communications; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which includes personal computers and electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor).

Two (2) years' experience above the routine clerk level in office support or secretarial work.

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.

• Experience answering multiple telephone lines and triaging calls to appropriate program staff
• Experience communicating effectively with the general public, laboratory staff, and medical community staff while maintaining confidentiality
• Experience opening, sorting, and filing or electronically uploading program mail and faxes
• Experience scheduling meetings, conference calls and conference rooms for in-house and external partners
• Experience managing multiple and competing priorities
• Experience using Microsoft Office Suite, including Microsoft Outlook, Word, Excel and Teams, exclusively to communicate with staff within the agency and with staff in other agencies including managing and sharing documents and spreadsheets

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.