The Division of Criminal Justice (DCJ) is responsible for the investigation and prosecution of all criminal matters in the State of Connecticut. It is an independent agency of the executive branch of state government, established under the Constitution of the State of Connecticut. The Division of Criminal Justice is composed of the Office of the Chief State's Attorney, located in Rocky Hill, CT, and the Offices of the State's Attorneys for each of the thirteen Judicial Districts in the State of Connecticut.
We are recruiting for a full-time DCJ Secretary 1 position, 37.5 hours per week, in the Judicial District of New Haven, GA#23. Core hours are 8:00 a.m. – 5:00 p.m., Monday through Friday.
NOTE: The incumbent will be required to complete a background check.
NOTE: Individuals invited to interview may be required to submit additional documentation, which supports their qualifications for this position. These documents may include: writing samples, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.
In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. Candidates invited to interview may be required to submit additional documentation which supports their qualification(s) for these position, such as a resume, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.
All communication with applicants will be through the JobAps system, so applicants are encouraged to check for updates to their JobAps portal account. Please ensure that you are utilizing the correct email address for notices to be sent to you from the JobAps system. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
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 DCJ.HR@ct.gov.
Questions about this position should be directed to the hiring agency's human resources office: DCJ.HR@ct.gov, 860-258-5800.
PURPOSE OF JOB CLASS (NATURE OF WORK)
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 typewriter, word processor, or other automated equipment formats and types a full range of correspondence, reports, briefs, motions, 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; maintains, updates and reviews documentation as required; logs documents and maintains dockets.
3. CORRESPONDENCE: Composes routine letter/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; screen calls, visitors and mail; responds to routine requests for information on policies, rules and regulations, programs and procedures.
6. PROCESSING: Receives and reviews various reports and forms for accuracy and completeness; processes reports and forms; may prepare and process fiscal and personnel documents.
7. PERSONAL SECRETARY: Arranges and coordinates meetings and conferences; schedules appointments; processes confidential matters; may attend meetings and take and transcribe minutes of proceedings; takes notes using shorthand, speedwriting or machine transcription; takes and transcribes dictation; 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 may include word processors, computer terminals or other automated equipment; ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor); ability to type at a net speed of 50 wpm.
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Two (2) years' experience above the routine clerk level in office support or secretarial work. Bargaining unit employees are required to serve a minimum of five (5) years as a DCJ Senior Clerk prior to consideration for promotion to DCJ Secretary 1.
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 equaling one-half (1/2) year of experience.
Candidates who demonstrate the following experience will be given preference:
- Superior organizational skills and ability to work in a fast paced environment
- Experience working in a law enforcement or legal environment
- Experience working with the general public, answering questions over the phone and in person
- Superior interpersonal communication skills with demonstrated ability to deescalate situations
- Considerable experience with office technology, specifically Word, Excel, and PowerPoint; willingness to embrace and learn new systems and software
NOTE: While not required, candidates who are bilingual in the Spanish language will also be given preference
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.