Connecticut StateDepartment of Administrative Services

Executive Secretary

Recruitment #220120-3594SE-001

Introduction

 

The Office of the State Treasurer exists to provide and ensure effective financial management of public resources, high standards of professionalism and integrity, and expanding opportunity for State of Connecticut residents and businesses.

ABOUT US

Under the leadership of Connecticut's State Treasurer Shawn T. Wooden, the Office of the Treasurer (OTT) is dedicated to safeguarding the state's financial resources and taxpayers' dollars while maximizing returns, minimizing risks, and operating at the highest professional and ethical standards.  Through investments and disbursements, the office continues to enhance the state's fiscal stability, financial literacy, college savings, and its approach to leveraging business partnerships corporate governance policies to address social issues such as gun violence, climate change, and equal opportunity in economic growth that impact shareholder value.

SCOPE OF WORK

We are recruiting for an Executive Secretary to serve as assistant to the Senior Advisor to the Treasurer.  The Executive Secretary will support the executive team's work across the agency and support the work of the Office of the Treasurer.  This is an appointed position in accordance with the Connecticut General Statute 5-198.

The ideal candidate possesses excellent oral and written communication skills with a keen eye for detail and has a strong foundational understanding of office administration and demonstrated ability to perform effectively, efficiently and accurately.  In addition, this position:

·     Serves as confidential secretary to an executive and team.

·     Performs administrative tasks for executives, including interaction with business contacts and constituents.

·     Compiles and coordinates workflow for action by executives.

·     Types a wide variety of correspondence and documents.

·     Schedules appointments and meetings.

·     Maintains files and records according to state library record retention requirements.

·     Performs special assignments, studies, and routine tasks as directed.

·     Screens incoming correspondence, distributes, and follows up to insure timely response.

·     Works across agency transmitting and receiving information on behalf of executives.

·     Reviews processes and/or procedures and recommends and implements when needed.

·     Other related duties as assigned.

The Office of the State Treasurer offers a competitive benefits package, health care options, generous leave policies, retirement plan, and more! We also encourage a healthy work-life balance to all employees.

Selection Plan

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

After you apply:

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 questionnaire'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.

  • 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.

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

Communicating with us:

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account.  Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.  Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees, which is available at www.ct.gov/ethics. 

All state employees shall follow Executive Order 13G (as amended by Executive Order 14C).

Questions regarding this recruitment may be directed to Lorna Reid, lorna.reid@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

Acts as personal secretary and provides office management to the administrative head and/or to each undersecretary or deputy to such head of a department or institution as authorized by Section 5-198(11) of the Connecticut General Statutes.

EXAMPLES OF DUTIES

Acts as confidential secretary to an executive; relieves superior of administrative details through interaction with the public and routine contacts with other state executives; complies and coordinates data for action by superior; takes and transcribes confidential correspondence from supervisor or at meetings and/or hearings; types a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms following proper format; prepares own letters or reports and advises superior of appropriate action taken on routine matters; schedules appointments and arranges meetings; acts as receptionist; maintains and checks records and files; performs special assignments, studies and routine administrative functions as specifically directed; screens incoming correspondence, refers to appropriate staff and follows up to insure timely response; may supervise a clerical staff assigning work and following up to insure completion; may transmit to or request information from agency staff for agency head; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of office administration and management; considerable knowledge of functions, procedures, programs and regulations of relevant organizational unit; considerable knowledge of English grammar, spelling and punctuation; considerable interpersonal skills; ability to interact effectively with supervisor, co-workers and general public; ability to work independently on administrative tasks and make decisions within framework of departmental policies; ability to follow complex instructions; ability to take accurate and complex dictation; supervisory ability.

PREFERRED QUALIFICATIONS

  • 3+ years of executive administrative support experience;
  • 10+ years of office management experience;
  • Considerable knowledge of English grammar, spelling, and punctuation; 
  • Proficient in the Microsoft suite applications;
  • High level interpersonal skills;
  • Ability to follow complex instructions and work independently in an office environment;
  • Ability to positively interact with executives, co-workers, and general public.

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.