Secretary 2

The State of Connecticut, Department of Public Health (DPH) is hiring! We are seeking a qualified individual for this position of Secretary 2. This position is assigned to the DPH Laboratory Newborn Screening (NBS) Program located in Rocky Hill. We are looking for an organized and energetic individual to assist with the daily secretarial needs within the Newborn Screening Program and to professionally represent the Public Health Laboratory in all of these front-line interactions.

Within the Department of Public Health, Newborn Screening (NBS) Program, the Secretary 2 position will enhance the overall receipt, login, tracking and reporting processes and promote the timeliness and accuracy with which the overall NBS process is carried out. The position will carry out the following tasks:

• Assisting with the reporting of abnormal screening results including assuming the primary responsibility for responding to routine requests for results
• Answering calls and responding to basic caller inquiries and shared email mailbox
• Entering specimen and PCP related information into the NBS database and the Laboratory Information Management Software (LIMS) as appropriate
• Assisting with updating of stakeholder contact and distribution lists and coordinating approved communications to the various groups
• Overseeing record maintenance and destruction ordering supplies
• Performing other duties as assigned  

The Connecticut Newborn Screening Program (CT NBS) began bloodspot screening for one disorder, Phenylketonuria (PKU) in 1964. Two additional disorders were added in 1979, followed by an additional sixteen disorders and Hemoglobin (Hb) trait screening through 1983. With the implementation of Tandem Mass Spectrometry instrumentation in 2004, the number of disorders detectable through newborn screening increased to over fifty (50) by 2010. Between 2016 and 2021 new screening technologies and treatment options led to even more disorders being added, bringing the number of disorders detectible through bloodspot screening to over sixty-five (65).

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.

This Secretary 2 position is a permanent, full-time, 40 hour per week position. Scheduled hours of work will be 8:00 AM to 4:30 PM with a 30-minute lunch period. Teleworking is not an option for this Secretary 2 position. The highly specialized testing performed at the DPH Laboratory within the Newborn Screening Program is considered an essential service within the State of Connecticut. This requires our employees to report to the physical work site during the pandemic and possibly, during inclement weather events.

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, transcripts, diplomas, 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.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  

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 Executive Order 13G (as amended by Executive Order 14C).

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 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 and communicating with health care practitioners, parents and the public with demonstrated ability to maintain detailed confidential and time-sensitive information
• Experience prioritizing calls and follow up actions while managing difficult encounters with tact and diplomacy
• Experience with written and verbal communication involving emphasis on proper spelling, punctuation and grammar
• Experience and proficiency with Microsoft 365 programs such as Excel, Word, Outlook, PowerPoint and Teams
•  Experience monitoring a shared email mailbox and resolving issues within the mailbox
• Experience working with various digital platforms such as the NBST Maven database and the Laboratory Information Management Software (LIMS) or other similar documentation systems, electronic databases, website development platforms and digital learning platforms
•  Experience working as part of a multidisciplinary team including experience following written and verbal instruction from supervisory level and senior staff

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.