Connecticut StateDepartment of Administrative Services

Secretary 1

Office/On-site

Recruitment #230117-6976CL-001

Introduction


The State of Connecticut, Connecticut Technical Education and Career System (CTECS) is recruiting for a full-time Secretary 1 position.

The Role:
  • Office management
  • Direct contact with State agencies, school personnel, students and parents
The Schedule: 
We offer the same competitive benefits you are accustomed to, including health and dental insurance, a retirement plan, group life insurance, and other supplemental benefits. Paid time off is also offered, including 13 paid holidays per calendar year, in addition to vacation, sick and personal leave accruals. We encourage a healthy work/life balance to all employees.

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

Selection Plan

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.

Application Process:

This position 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.

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, unless otherwise specified.

The immediate vacancy is listed above, however, applications 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.

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

Selection Process:

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.

During the recruitment process, applicants may be required to submit additional documentation supporting their qualification(s) for this position. These documents may include: performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the agency.

Contact Information:

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. 

Should you have any questions pertaining to this recruitment, please contact Christopher Lavallee at Christopher.Lavallee@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:

  • TYPING:
    • 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.
  • FILING:
    • Designs office filing systems;
    • Organizes and maintains files (including confidential files);
    • Maintains, updates and reviews reference materials and manuals.
  • CORRESPONDENCE:
    • 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).
  • INTERPERSONAL:
    • 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).
  • PROCESSING:
    • Scans correspondence;
    • Pulls and attaches related materials;
    • Reviews, routes and prioritizes mail.
  • SECRETARY:
    • 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;
  • Skills;
    • 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.

PREFERRED QUALIFICATIONS

  • Experience using PowerSchool
  • Experience completing assignments in a fast-paced environment while demonstrating flexibility in adapting and responding to competing priorities with a focus on details
  • Experience communicating in-person, on the phone, and in writing with a variety of stakeholders, including co-workers, State and/or private agencies, and the public 
  • Experience using Microsoft Outlook, Teams, Excel, Word and PowerPoint including, but not limited to, tracking/managing data spreadsheets, composing correspondence, report writing, scheduling meetings, managing multiple calendars, and other related records       

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.