Are you looking for your next chance for growth with the State of Connecticut? If so, we encourage you to apply for this opportunity!
As a Secretary 1, you will perform a full range of secretarial support functions in order to optimize workflow procedures. As an integral part of our team, you will also assist colleagues by supporting them with a variety of administrative tasks. Some key responsibilities may include but are not limited to:
- Communicating over the phone or computer, in writing or in person, inside and outside the agency;
- Scanning documents,
- Managing and inputting date into databases;
- Creating spreadsheets;
- Maintaining filing systems;
- Answering phones and taking messages;
- Scheduling appointments and meetings;
- Other duties as assigned.
Since 1968, the Connecticut Department of Correction has proudly served and protected the citizens of the State of Connecticut, by daily ensuring the safety, security and order of our 14-correctional facilities in a manner which is widely viewed as a national model. The Department endeavors to provide the programming, education and treatment which willing inmates may utilize to improve themselves and the success of their eventual reintegration into society. Our staff of dedicated correctional professionals takes great PRIDE (Professionalism, Respect, Integrity, Dignity, Excellence) in the daily performance of their duty to our state.
The State of Connecticut Department of Correction (DOC) shall strive to be a global leader in progressive correctional practices and partnered re-entry initiatives to support responsive evidence-based practices aligned to law-abiding and accountable behaviors. Safe and security shall be a priority component of this responsibility as it pertains to staff, victims, citizens and offenders.
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.
- In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this 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.
- 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.
- 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.
IMPORTANT INFORMATION AFTER YOU APPLY
- 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 questionnaire'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.
- 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.
- 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, attendance records, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.
- The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
Should you have questions pertaining to this recruitment, please contact Benjamin Beaudry at Benjamin.Beaudry@ct.gov.
PURPOSE OF JOB CLASS (NATURE OF WORK)
In a state agency, this class is accountable for performing a full range of secretarial support functions.
EXAMPLES OF DUTIES
Performs a variety of secretarial duties as described in the following areas:
- Using computers, tablets, and 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.
- Designs office filing systems;
- Organizes and maintains files (including confidential files);
- Maintains, updates and reviews reference materials and manuals.
- Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
- REPORT WRITING:
- Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
- Greets and directs visitors;
- Answers phones and takes messages;
- Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit).
- Scans correspondence;
- Pulls and attaches related materials;
- Reviews, routes and prioritizes mail.
- Arranges and coordinates meetings (including space and equipment);
- Writes minutes of meetings, lectures, conferences, etc. from rough draft;
- Takes notes and/or meeting minutes;
- Prepares expense accounts;
- Makes travel arrangements.
- 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;
- proper grammar, punctuation and spelling;
- Knowledge of business communications;
- Some knowledge of business math;
- interpersonal skills;
- oral and written communication skills;
- Ability to
- schedule and prioritize office workflow;
- operate office equipment which includes computers, tablets, and other electronic equipment;
- operate office suite software;
- take notes (shorthand, speedwriting or other method acceptable to the supervisor).
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Two (2) years of experience above the routine clerk level in office support or secretarial work.
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.
- Experience with MS Outlook, scheduling meetings and coordinating calendars;
- Experience with MS Word, creating letters, agendas, memos, and other business communications;
- Experience with MS Excel, creating spreadsheets, utilizing formulas, functions, and filters;
- Experience with MS Teams, scheduling and participating in meetings;
- Experience working with confidential information;
- Experience generating accurate and complete work while under the restraints of a deadline;
- Experience supporting multiple people simultaneously;
- Experience accurately inputting and managing data and using databases to generate reports;
- Experience maintaining paper and digital files, including organizing, tracking, and storing files.
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.