Introduction
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 Facility Licensing and
Investigations Section (FLIS) of the Healthcare Quality and Safety Branch of DPH.
This Secretary 1
position will function as a liaison between programs for the purpose
of accurate and efficient fiscal duties. Responsibilities also include
answering programmatic questions regarding Freedom of Information requests
submitted to FLIS as well as providing clerical support to the FLIS unit.
The Mission of 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? This position is
conveniently located at 410 Capitol Avenue in Hartford, CT. We encourage you to apply today. The work schedule for this position is
typically Monday through Friday, 40 hours per week with the possibility of a hybrid schedule after 6 months.
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!
Selection Plan
Candidates who meet the
Minimum Qualifications, as listed on the job opening, will be considered for
this role, as determined by qualifications stated on the submitted
application.
The minimum experience and training requirements must be met
by the close date on the job opening, unless otherwise specified.
The immediate vacancy is listed
above, however, applications to this recruitment may be used for future
vacancies in this job class.
All application materials must be
received by the recruiting agency by the time specified on the job opening for
the position for which you are applying. Late applications may not be submitted
and will not be considered. Exceptions are rare and limited to documented
events that incapacitate a candidate during the entire duration of the job
posting time period. It is the candidate’s obligation and responsibility
to request an exception and provide a legally recognized justification to
accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.
This position will be filled in
accordance with contractual language, reemployment, SEBAC, transfer,
promotion and merit employment rules.
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.
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.
In order to comply
with Public Act 21-69, the State of Connecticut is no longer asking for resumes
during the initial application process.
Note: 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.
Should you have questions
pertaining to this recruitment, please contact Chelsea Moore at Chelsea.Moore@ct.gov.
PURPOSE OF JOB CLASS (NATURE OF WORK)
In a state agency, this class is accountable for performing a full range of secretarial support functions.
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 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.
KNOWLEDGE, SKILL AND ABILITY
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).
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Two (2) years' experience above the routine clerk level in office support or secretarial work.
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.
PREFERRED QUALIFICATIONS
Our preferred candidate will possess the following:
- Experience working in the Core
CT Financial systems.
- Experience proofreading
documents for accuracy.
- Experience maintaining office
filing systems.
- Experience working with Microsoft
Office Suite.
- Experience coordinating the
production of documents in response to freedom of information requests.
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.
