Connecticut StateDepartment of Administrative Services

Executive Secretary

Recruitment #220927-3594SE-001

Introduction

The Office of the State Treasurer exists to provide and ensure effective financial management of public resources, high standards of professionalism and integrity, and expanding opportunity for State of Connecticut residents and businesses.

We are recruiting for an Executive Secretary to support the Debt Management Division.  This is a full-time (40 hours per week, Monday - Friday) position, centrally located in Hartford, CT.  The individual in this role will be responsible for:  

  • Scheduling and coordinating meetings between Division management and over 50 outside vendors.
  • Scheduling annual meetings between the Division and 15 State agencies and their key officials. 
  • Maintaining the calendar of Assistant Treasurer.  Maintain and update email listing of current and prospective vendors. 
  • Returning phone calls from investors and other parties. 
  • Typing memos, reports and letters and proofread and format documents as needed including merge letters.  
  • Assisting with processing of invoices with the Business Office.
NOTE:  Confidentiality and discretion, the ability to work under time constraints and the general understanding of state government and the legislative process are important requirements for this position.

The Office of the Treasurer offers an excellent salary and offers a competitive benefits plan that includes healthcare coverage, a retirement plan, as well as, paid time off! 

Selection Plan

State employees currently holding the above title or those who have previously attained permanent status in the class may apply for a lateral transfer.  Candidates who have been selected for employment with the Office of the State Treasurer are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation.

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 that your application is complete prior to submitting.  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, performance reviews, supervisory references, attendance records, etc., at the discretion of the hiring agency. Should you have questions pertaining to any phase of this recruitment, please contact Johnette Tolliver, johnette.tolliver@ct.gov.

This posting may require completion of additional referral questions (RQ’s) which will be sent to you via email after the closing date. Please regularly check your email for notifications, including your SPAM/JUNK folders. You must reply by the deadline indicated on the notification or you will be automatically disqualified from consideration.

Interviews will be limited to candidates whose experience and training most closely meet the requirements and preferred qualifications 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 johnette.tolliver@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

Acts as personal secretary and provides office management to the administrative head and/or to each undersecretary or deputy to such head of a department or institution as authorized by Section 5-198(11) of the Connecticut General Statutes.

EXAMPLES OF DUTIES

Acts as confidential secretary to an executive; relieves superior of administrative details through interaction with the public and routine contacts with other state executives; complies and coordinates data for action by superior; takes and transcribes confidential correspondence from supervisor or at meetings and/or hearings; types a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms following proper format; prepares own letters or reports and advises superior of appropriate action taken on routine matters; schedules appointments and arranges meetings; acts as receptionist; maintains and checks records and files; performs special assignments, studies and routine administrative functions as specifically directed; screens incoming correspondence, refers to appropriate staff and follows up to insure timely response; may supervise a clerical staff assigning work and following up to insure completion; may transmit to or request information from agency staff for agency head; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of office administration and management; considerable knowledge of functions, procedures, programs and regulations of relevant organizational unit; considerable knowledge of English grammar, spelling and punctuation; considerable interpersonal skills; ability to interact effectively with supervisor, co-workers and general public; ability to work independently on administrative tasks and make decisions within framework of departmental policies; ability to follow complex instructions; ability to take accurate and complex dictation; supervisory ability.

PREFERRED QUALIFICATIONS

  • At least five years experience as Executive Secretary handling confidential information.  
  • Experience multi-tasking in a busy office environment with ability to keep track of office and professionals' calendars.  
  • Proficiency with Microsoft Word, especially merge documents; Microsoft Excel a plus. 
  • Highly organized.    
  • Experience handling multiple priorities under tight timeframes.

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.