Connecticut StateDepartment of Administrative Services

Secretary 2

Hybrid

Recruitment #220912-7539CL-001

Introduction

Are you a clerical professional with experience supporting internal and external stakeholders?
Do you enjoy performing clerical tasks to support organizational working groups? 
If so, read below & apply today! 

The State of Connecticut, Department of Administrative Services (DAS) is now accepting applications for an exciting, full-time, 40 hours/week (8:00am-4:30pm), Monday-Friday, Secretary 2 opportunity in Hartford, CT with hybrid telework options available. DAS has wide-ranging administrative responsibilities in state government, including the function of the state’s information technology infrastructure, design and construction of state facilities, provision of statewide human resources, procurement of goods and services for public purposes, collection of debt owed to the state, enforcement of building and fire codes, oversight of school construction grants to municipalities, among many other functions.

Our Mission: 
  • Support Connecticut's Growth - To serve our citizens, businesses, state agencies and other branches of government by providing the highest quality services at the lowest possible cost.
  • Drive Continuous Innovation - To increase the efficiency and effectiveness of state government using best practices from the public and private sectors.
  • Provide Rewarding Careers - To attract and retain a workforce of hardworking, dedicated public servants committed to leading our phenomenal state forward.
The Role: You will be responsible for a full range of secretarial support duties to one director and general support to other unit’s staff. If you have experience with file management, including digital and paper files, calendar management, and advanced Microsoft Office Word skills, in creating business communications and forms this is the role you’ve been searching for! We are looking for someone who can prioritize work and handle multiple assignments and duties simultaneously, adjusting as required due to business needs.

Benefits: We participate in a competitive benefits package that includes comprehensive healthcare policies including medical and dental coverage, retirement plan options, paid time off, and more! We also encourage a healthy work-life balance for all employees and provide professional growth and development opportunities!

Watch the video below to see what it's like to be a State of Connecticut employee! 
            

Selection Plan

To Apply:
  • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.
  • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
  • For assistance in applying, please visit our 'Applicant Tips on How to Apply' page.
  • Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
  • Please select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location.
  • 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.
After You Apply: 
  • Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board daily to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
  • 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 daily in the event an email provider places auto-notification emails in a user's spam. 
  • 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. Applicants must meet the minimum qualifications as indicated to apply for this position. 
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
Connect 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. 
  • If have any questions pertaining to this recruitment, please contact faith.macdonald@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 multiple individuals.
  • Experience responding to data collection and surveys on behalf of an organization. 
  • Experience creating and amending purchase orders.
  • Experience with calendar management, including scheduling and coordinating meetings on behalf of multiple individuals. 
  • Experience with MS Excel, utilizing formulas to produce data reports.
  • Experience meeting work deadlines against competing priorities.

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.