STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Recruitment #220802-7539CL-001

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Introduction

ABOUT US
The State of Connecticut’s Office of Policy and Management (OPM) reports directly to the Governor and provides information and analysis that the Governor uses to formulate public policy for the state.  OPM also assists state agencies and municipalities in implementing the law and public policy on behalf of the people of Connecticut.  OPM prepares the Governor’s budget proposals; implements and monitors the execution of the enacted budget; and oversees the executive branch agencies that report to the Governor.

YOUR ROLE
OPM seeks to fill a Secretary 2 position in the Office of Finance.  This position will provide clerical support to the Executive Financial Officer and the Office of Finance. 

In this role you will have the opportunity to:
  • Provide clerical support to the Executive Financial Officer and the Office of Finance;  
  • Answer and screen phone calls;
  • Schedule appointments, maintain employee calendars and arrange meetings; 
  • Provide administrative support to the Municipal Accountability Review Board (MARB), the Municipal Finance Advisory Committee (MFAC) and the IT Capital Investment Committee meetings in coordination with various internal and external stakeholders and prepare material packets for The OPM Secretary, Executive Financial Officer, and Office of Finance division staff;
  • Post meeting agenda and materials to public meeting calendar and agency website;
  • Schedule meetings between board members, municipalities, and staff;
  • Prepare draft meeting minutes;
  • Prepare and transmit correspondence letters to state agencies regarding their Federal Audit findings;
  • Format and edit legislative proposals for the Office of Finance;
  • Compile and prepare invoices for the Executive Financial Officer;
  • Prepare purchasing forms for the Office of Finance; 
  • Post monthly Procurement Waiver Reports on the Office of Finance’s website; and
  • Perform related duties as required.
This is a full time (40 hours per week) position conveniently located in Hartford, CT.  

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!

Interested in becoming a state employee?  Watch the video below to learn more:

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.

Please ensure your application is complete prior to submission.  You will be unable to make revisions once you officially submit your application to the State of Connecticut.

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. 

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error.

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, applicants 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.

Any questions regarding this recruitment may be directed to the hiring agency's human resources office: opm.recruitment@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

  • Experience providing administrative support to a Chief Financial Officer, or an executive in a financial setting.
  • Experience independently drafting financial board meeting minutes.
  • Experience assisting in the preparation and monitoring of an office budget.
  • Experience compiling large volumes of information and effectively exercising judgement to assist with the preparation of financial reports.
  • Experience effectively writing narrative communication or statistical reports for a financial officer. 
  • Experience working with Microsoft Office tools and coordinating and scheduling Microsoft Teams meetings for multiple stakeholders.

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.





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