Do you have experience performing a full range of secretarial support functions?
The State of Connecticut, Department of Children and Families (DCF) is recruiting for Secretary 2 vacancies. Work locations will be in offices located in the following Regions:
Tasks include, but are not limited to, typing, filing, correspondence, report writing (writing and editing letters and reports), communicating with a variety of parties (including other agencies and the public), general processing functions, personal secretary duties and office management. At this level, Secretary 2's plan and organize all office activities including:
- Region 1: Bridgeport and Norwalk
- Region 2: Milford and New Haven
- Region 3: Middletown, Norwich and Willimantic (Please note: Willimantic is part of Windham County)
- Region 4: Hartford and Manchester
- Region 5: Danbury, Torrington, and Waterbury
- Region 6: New Britain and Meriden
- Scheduling appointments
- Handling sensitive information
- Establishing office systems and procedures
- Health and dental insurance
- Retirement plan
- Group life insurance
- Other supplemental benefits
- Paid time off
- 13 paid holidays per calendar year, in addition to
- Vacation leave accruals
- Sick leave accruals
- Personal leave accruals
We are passionate about helping advance Connecticut into the future. Every single day is an opportunity to positively impact the lives of Connecticut citizens. Our employees:
- Serve the public through meaningful work,
- Seek limitless opportunities to grow,
- Enjoy a work/life balance,
- Are interested in diversity and fresh perspectives.
- 40 hours per week
- Monday through Friday
- The first shift hours will be based on operational needs and will include non-standard start and end times, holidays, and weekends.
As indicated on the Work tab within the application, ensure you are providing descriptive, well-written details about your experiences, skills and accomplishments that relate to this position.
- This position may be subject to Federal requirements for COVID 19 Vaccination Immunization.
- The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
- Please select all location(s) in which you are willing to work on your application. Failure to indicate the location(s) may result in not being considered for vacancies in that specific location.
- 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.
- In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application 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 on a daily basis in the event an email provider places auto-notification emails in a user's spam.
- 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.
- Please visit our Applicant Tips on How to Apply page.
- Should you have questions pertaining to this recruitment, please contact Liz Weston at firstname.lastname@example.org.
- This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
- 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.
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
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 complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
- 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.
- 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.
- Screens letters, memos, reports and other materials to determine action required;
- May make recommendations to the supervisor.
- 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 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;
- 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;
- proper grammar, punctuation and spelling;
- Knowledge of
- business communications;
- department's/unit's polisies and procedures;
- 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
Three (3) years of 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.
- Experience using Microsoft Outlook/Teams, Excel, Word and PowerPoint including, but not limited to, tracking/managing data, composing correspondence, report writing, scheduling meetings, managing multiple calendars, and other related records.
- Experience working with others, but also independently, using critical thinking and taking initiative to complete tasks and meeting deadlines.
- Experience prioritizing multiple time-sensitive tasks with competing due dates.
- Experience with written and verbal communication skills including taking and transcribing meeting minutes.
- Experience providing customer service via in person, email and telephone, handling and addressing inquiries for information and assistance.
- Experience working with confidential and time sensitive information.
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.