Administrative Professionals: Are you open to work with the State of Connecticut? If so, this is a very unique opportunity to join us! Apply today!
This position is full-time, 40 hours per week, working Monday through Friday.
What we can offer you:
As a State Employee you will benefit from:
This position is a vital team member providing essential administrative support to the Commanding Officer and ensuring the aforementioned support is properly conducted and forwarded through departmental channels.
The candidate will be exposed to sensitive and confidential information.
Some key responsibilities include:
- Serving as the personal secretary for the Commanding Officer of the Unit;
- Establishing and maintaining an office filing system and the Commanding Officer’s confidential files;
- Maintain the SOCITF reports and records system;
- Maintain and update OFO/Bureau and Unit manuals.
More duties can be found in the “Examples of Duties” section of this job posting.
The Connecticut Department of Emergency Services and Public Protection is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance and scientific services utilizing enforcement, prevention, education and state of the art science and technology.
In striving to accomplish our mission, we will embody our core values with great PRIDE:
Professionalism through an elite and diverse team of trained men and women.
Respect for ourselves and others through our words and actions.
Integrity through adherence to standards and values that merit public trust.
Dedication to our colleagues, our values, and to the service of others.
Equality through fair and unprejudiced application of the law.
Please Note: Current state/agency employees wishing to apply for this vacancy as a transfer must submit an application.
This is a competitive recruitment, open to the public.
- Complete a Master Application and directly apply to this recruitment.
- Please ensure that your application and professional experience is thorough and complete. 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 be unable to make revisions once you officially submit your application to the State of Connecticut.
WHAT TO EXPECT AFTER YOU APPLY
Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board daily to monitor their status, view all emailed notices and complete tasks required in the recruitment 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 daily in the event an email provider places auto-notification emails in a user's spam.
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.
Candidates selected for an interview must provide the following at the time of interview:
- Current State Employees: Two (2) most recent performance evaluations, Cover Letter, and a completed CT-HR-13 form.
- Non-State Employees: Two (2) professional references contact information (including name, relationship, email and phone number), Cover letter, and a completed CT-HR-13 form.
Candidates who have been selected for employment with the Department of Emergency Services & Public Protection 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.
Any pending disciplinary history within the past 2 years and review of attendance records are also considered in the selection 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.
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 working with federal, state, and local law enforcement;
- Experience analyzing confidential information including COLLECT information, criminal records, police reports for active criminal investigations, and crime scene photographs;
- Experience utilizing Microsoft Word to create and disseminate letters and memorandums;
- Experience creating reports via Microsoft Excel, including utilizing formulas and sorting, filtering, compiling, and analyzing data;
- Experience with budgets, including tracking and processing invoices for services and goods received;
- Experience overseeing office administrative functions, including ordering inventory, preparing for meetings, and taking minutes for distribution;
- Experience working with law enforcement databases;
- Experience working with a Workforce Time Management software and PeopleSoft.
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.