Secretary 2

Are you ready to take that next step in your career?  If so, please read on to learn more about this exciting opportunity!  

The State of Connecticut, Department of Labor (DOL) is committed to protecting and promoting the interests of Connecticut workers. In order to accomplish this in an ever-changing environment, we assist workers and employers to become competitive in the global economy.  We take a comprehensive approach to meeting the needs of workers and employers, and the other agencies that serve them.  We ensure the supply of high-quality integrated services that serve the needs of our customers.  

We are currently recruiting for a dynamic and talented Secretary 2 to provide clerical support.  This position will be a first shift, 40 hours per week with a work schedule of Monday – Friday located in Wethersfield, CT.  

The Workforce Innovation and Opportunity Act (WIOA) Administration Unit is responsible for the oversight of state funded employment and training programs, policy development for WIOA Title I program, program monitoring, fiscal monitoring and maintenance of Eligible Training Provider List (ETPL). WIOA Administration works in collaboration with the five Workforce Development Boards (WDBs) and the Office of Workforce Strategy (OWS). The workforce program WIOA, provides federal funds to states to help job seekers, workers and businesses with career services, job training and education. Part of WIOA includes activities for Rapid Response, to quickly outreach to companies where layoffs occur and workers are dislocated. The WIOA Administration Unit also administers the Trade Adjustment Act Program that provides case management and training services to individuals negatively impacted by foreign competition. WIOA program goals are to improve the quality of the workforce, increase economic self-sufficiency, meet the skill needs of employers, and enhance productivity and competitiveness.

Discover the opportunity to:

• Engage in a rewarding career;
• Showcase your talents in a meaningful role;
• Thrive in an exciting environment;
• Make a difference in the public sector;
• Work together in a collaborative team environment.  

We hope you take this opportunity to continue your career with us and make an impact by serving your state!

In order to be considered for this job opening you must be a current State of CT employee who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.   

These positions will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.  

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.

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. 

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, 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). 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.

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

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.

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.

Incumbents perform a variety of secretarial duties as illustrated in the following areas:

1. TYPING: Using a laptop or personal computer to develop a full range of correspondence from rough draft, transcription, dictated notes in order to develop memorandums to Workforce Development Boards and WIOA Administration contractors, updates to the WIOA Policy Manual, and other documents circulated and published by WIOA Administration. Proofreads for content; edits using knowledge of grammar, punctuation and spelling.

2. FILING/SCANNING/DUPLICATING: Organizes and maintains files, both paper and electronic (including confidential files) from scanning documents for electronic storage, or from movement of electronic files from one location to another following unit workflows.

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 when in office; 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. Position will be primarily responsible for the routing of a public facing electronic mailbox, requiring further routing to multiple internal parties within WIOA Administration.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment) both in person and online; researches, assembles and coordinates meeting materials (e.g. charts, graphs, reports); writes minutes of meetings, lectures, conferences, etc. from rough draft; takes notes; 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.

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).

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

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

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.

• Experience with Microsoft Word with formatting of headings, bullets, spacing, alignment and all presentation needs for a document.  
• Experience with Microsoft Excel with mathematical and date formulas, formatting tables for sorting, embed hyperlinks to documents.  
• Experience with Microsoft Teams for the creation of Teams meetings, sending invites, attaching documents, and tracking attendance.  
• Experience with Outlook to sort, prioritize, flag, forward, and reply to varied correspondence.    
• Experience with the OneDrive for shared file storage and access.

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.