STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Hybrid

Recruitment #230706-7539CL-001

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Introduction

Do you want to make a difference while participating in a dynamic and reciprocal human service environment in the public sector? If so, we have an excellent opportunity for you to join our team! 

THE POSITION
The State of Connecticut, Department of Aging and Disability Services (ADS) is seeking an experienced and qualified Secretary 2 to join their team. 

HIGHLIGHTS
  • LOCATIONS: Hartford
  • UNIT: Long Term Care Ombudsperson Department
  • SCHEDULE: Full-time, 40 hours per week, first shift, 8:00am to 4:30pm, Monday through Friday
  • POSITION NUMBER: 34068
As a Secretary 2, you will be responsible for, but not limited to, the following: 
  • Answering phone calls from residents, clients, family members, or concerned parties; 
  • Complaint documentation in the Ombudsperson portal; 
  • Connecting complainants to the Regional Ombudsperson; 
  • Becoming trained and certified for the Ombudsperson Program; and
  • Supporting the overall work of the program. 
    WHAT'S IN IT FOR YOU
    • To work for a Forbes top company: ‘Forbes’ State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule;
    • We offer a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off, including 13 paid holidays per calendar year. 
    • We encourage a strong work/life balance for all state employees. 
    • We offer opportunities for professional and personal growth. 
    • We have limitless areas for you to perform relevant and significant work.
      ABOUT US 
      ADS offers a myriad of programs and services to assist older adults and people with disabilities. Our programs, policies and practices are designed to: 
      • Deliver integrated aging and disability services responsive to the needs of Connecticut citizens;
      • Provide leadership on aging and disability issues statewide; 
      • Provide and coordinate aging and disability programs and services in the areas of employment, education, independent living, accessibility and advocacy; 
      • Advocate for the rights of Connecticut residents with disabilities and older adults; and 
      • Serve as a resource on aging and disability issues at the state level.

      Selection Plan

      FOR ASSISTANCE IN APPLYING: 
      Please visit our 'Applicant Tips on How to Apply' page.

      Please Note: In order to receive educational credits toward qualification for this job posting, the institution must be accredited.  If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the recruiter listed on this job posting.

      TO APPLY
      • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 
      • You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
      • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
      • 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.
      • This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
      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 on a daily basis 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 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.
      • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
      • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
      • Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.
      CONNECT WITH US 
      • 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. If you have any questions pertaining to this recruitment, please contact Jensine Tran at jensine.tran@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:

      • 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 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.
      • INTERPERSONAL:
        • 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.
      • PROCESSING:
        • Screens letters, memos, reports and other materials to determine action required;
        • May make recommendations to the supervisor.
      • SECRETARY:
        • 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;
      • 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

      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.

      PREFERRED QUALIFICATIONS

      • Experience working in or with individuals who receive long term care services (LTS)
      • Experience using Microsoft Office Suite (Outlook, Word, Excel, SharePoint, etc.) and other computer-based data systems
      • Experience performing administrative functions to include prioritizing work and multitasking
      • Experience documenting, tracking, and reporting communications with clients in an electronic data system
      • Experience communicating with internal and external stakeholders

      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.





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