Secretary 2

Are you looking to take the next step in your career? Are you driven and motivated to making a positive impact?  If so, we invite you to read on and learn more about this exciting opportunity!   

The State of Connecticut, Department of Labor (DOL) is currently seeking a Secretary 2 to join our team within the Board of Review.  

You will discover the opportunity to:

• Engage in a rewarding career;
• Showcase your talents in a meaningful role;
• Thrive in an exciting environment;
• Provide support to a division that is passionate about the work we do;
• Work together in a collaborative team environment.  

Position Highlights:

• Monday – Friday
• 40 hours per week
• Hybrid schedule
• Location: Wethersfield, CT  

The Role:

This position will have lead responsibilities within the clerical unit and assign work tasks to ensure the efficient operation of the clerical functions of the office. The clerical unit is responsible for assisting in scheduling the hearings, mailing hearing notices, handling documentary evidence and mailing final decisions to the parties.

Job duties include, but are not limited to:  

• Types, formats, proofreads and edits board of review decisions, hearing notices and other notices.
• Creates, updates and maintains electronic and physical appeal files, including all scanning and retrieval associated with the electronic document management system.
• Sends electronic correspondence to parties via the appeals portal, creates letters and invoices for own or supervisor's signature.
• Reviews and updates monthly report of oldest pending cases.
• Checks in parties for hearings. Responds to phone and email inquiries about unemployment appeals and paid family and medical leave act appeals and provides information regarding appeal policy and procedures. Redirects callers as appropriate and coordinates with other agency personnel as needed to resolve customer issues.
• Processes all incoming appeals, mail, faxes and emails and screens them to determine appropriate action.
• Schedules meetings and interviews; schedules hearings (including space).
• Manages workflow of board appeals, including assigning cases to board members for review and updating electronic records of staff attorneys and board members assigned to cases; orders supplies and enters tickets for service when needed; maintains time and attendance records; serves as backup to administrative assistant in preparing appeals records for court and certifying appeals to court; coordinates with and supports clerical staff in appeals field offices. 

About Us:

We are committed to protecting and promoting the interests of Connecticut workers. In order to accomplish this in an ever-changing environment, we assist workers and employers to become competitive in the global economy.  We take a comprehensive approach to meeting the needs of workers and employers, and the other agencies that serve them.  We ensure the supply of high-quality integrated services that serve the needs of our customers.  

The Appeals Division is comprised of the Referee Section and the Board of Review. The Employment Security Appeals Division is an autonomous, quasi-judicial agency housed in the Department of Labor. It primarily hears and decides appeals arising from decisions of the Administrator of the Connecticut Unemployment Compensation Act, from which it is statutorily independent.

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

In order to be considered for this job opening you must be a current State of CT employee of the agency listed above 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.   

These positions 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.

Applicants must meet the Minimum Qualifications as listed on the job opening and must specify their qualifications on their application. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 

Please note you will be unable to make revisions once you submit your application for this posting to the JobAps system. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. 

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

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. 

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.   

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. 

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.

If you have any questions regarding this recruitment, please contact Julie Barker at Julie.Barker@ct.gov.

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.

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.

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.

Three (3) years of experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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 TEAMS, Microsoft Word, Excel, and CoreCT, to schedule meetings, review and format documents, order supplies and other office functions including exporting information from other compatible systems into Word documents, converting Word documents to PDF files and using Excel to track workflow and manage statistical information.
• Experience in managing a fast-paced office environment with time-sensitive deadlines.
• Experience in organizing workflow for a work team including assigning work tasks, tracking case files and decisions, create office procedures for processing incoming and outgoing correspondences via U.S. Mail, email, fax, and other electronic means, uploading documents to case files, and formatting decisions and other written documents.
• Experience in assisting customers facing challenging and emotional circumstances.
• Experience speaking, writing, and reading multiple languages including English and Spanish.
• Experience with ReEmploy CT.

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.