Connecticut StateDepartment of Administrative Services

Secretary 2

Office/On-site

Recruitment #220512-7539CL-001

Introduction


Are you looking for an opportunity where you can work in a fast-based environment where you will be trusted to work independently and help keep our office organized? If this sounds like you, we invite you to check out this exciting opportunity below!

The State of Connecticut, State Department of Education (SDE), is now accepting applications for a full-time Secretary 2 within the Connecticut Technical Education and Career System (CTECS) in New Britain. This position is Monday - Friday 7:00 am-3:30 pm, located at E.C. Goodwin Technical High School, in New Britain CT.  

In this role, you will be entrusted to independently perform a full range of secretarial support duties. Among other tasks assigned, this would include:
  • Composing and maintain in-depth correspondence, reports, drafts, etc.
  • Crafting and compiling various narrative or statistical reports
  • Organizing and coordinating meetings, including attending meetings and taking meeting minutes
  • Acting as representative for us by greeting visitors, answering phone calls, and providing advice to callers on policies and procedures 
As a state employee, you will be open to a terrific work life balance and competitive benefits package. This includes; excellent health care, generous leave policies, a retirement plan, a deferred compensation program, and more!

We hope you take this opportunity to join our team and make an impact by serving your state!

 Check out this video below to see what it's like to be a state employee:
            

Selection Plan

Applicants must meet the Minimum Qualifications as listed on the job opening and must specify their qualifications on their application. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 

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. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. 

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 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.    

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, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. If selected for further consideration, State employees may be required to provide last 2 service ratings last 2 attendance records. Applicants must meet the minimum qualifications as indicated to apply for this position.  

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. 

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.

If you have any questions regarding this recruitment, please contact Ethan Ives at Ethan.Ives@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

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.

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 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.

KNOWLEDGE, SKILL AND ABILITY

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).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years' experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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 to a maximum of two (2) years.

PREFERRED QUALIFICATIONS

Preference will be given to those who possess the following: 
  • Experience coordinating travel arrangements adhering to state or company approved guidelines
  • Experience working in a secondary-education environment
  • Experience planning and executing special projects related to school improvement planning
  • Experience in managing Microsoft Outlook calendar functions to organize and service meetings Experience crafting meeting agendas and taking meeting minutes
  • Experience prioritizing calls and completing any required follow-up actions
  • Experience maintaining filing systems and maintaining inventory
  • Experience fielding requests from Supervisors
  • Experience utilizing functions in Microsoft Word, PowerPoint, Excel and Google Platform
  • Experience in preparing and collating reports, calendars, presentations, forms, and surveys

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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.




The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.