STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Recruitment #240904-7539CL-001

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Introduction


The State of Connecticut, Department of Correction (DOC) is recruiting for a Secretary 2 position at the New Haven Correctional Center in New Haven, CT.

Position Highlights
  • This is a full-time, First Shift, 40 hours per week position. The schedule will be Monday-Friday, 7:00 AM - 3:30 PM.
  • DOC has an immediate vacancy at the New Haven Correctional Center and an anticipated vacancy at the Corrigan Correctional Center.
  • The Secretary 2 will perform a full range of secretarial support functions for a Correctional facility. These positions will support Administrators such as Wardens, Deputy Wardens, Counselors Supervisors, Unit Directors, Deputy Directors, Parole Supervisors, or Parole Officers.
  • Some key responsibilities may include, but are not limited to:
    • Screening phone calls;
    • Preparing reports and financial data;
    • Receiving and directing visitors;
    • Coordinating office support services;
    • Data entry and internet research;
    • Filling documents and sorting/distributing mail.
About Us
The Connecticut DOC is a diverse agency with a wide variety of employees from Correction Officers to Educators, to Managers and skilled professionals. We value differences that make us stronger as a team and support our mission statement.

The CT DOC shall strive to be a global leader in progressive correctional practices and partnered re-entry initiatives to support responsive evidence-based practices aligned to the law abiding and accountable behaviors. Safety and security shall be a priority component of this responsibility as it pertains to staff, victims, citizens, and offenders.

Selection Plan

Before you apply:
  • 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.
  • 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 on the job opening, unless otherwise specified.
  • Ensure that your application is complete and detailed before submitting it. 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 not be able to make revisions once your application is submitted into the JobAps system.
  • 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.
  • For assistance in applying please read or watch our Applicant Tips on How to Apply!
Important information for after you apply:
  • 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 questionnaire'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.
  • 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.
  • 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, 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.
  • For current state employees, salary calculations are not necessarily comparable from branch to branch, but it does not impact your state service credit.
Questions about this position should be directed to Miguel Lugo at Miguel.Lugo@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 policies 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 in office administration and orchestrating daily, weekly, and monthly activities.
  • Experience working in a confidential environment.
  • Experience managing calendars, schedules, contacts, and reminders via Microsoft Outlook.
  • Experience designing and/or creating fillable forms and templates via PDF and/or Microsoft Word.
  • Experience in business communication, proofreading, formatting, and editing letters and reports.
  • Experience extracting data from various sources, compiling information, and producing reports via Microsoft Excel.
  • Experience communicating via Instant Message or Video Chat utilizing Microsoft Teams.
  • Experience working independently and completing multiple tasks within deadlines.
  • Experience responding quickly to changes in strategy, expectations, and or responsibilities.
  • Experience with office phone etiquette.

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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