STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 1

Recruitment #251230-6976CL-001

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Introduction


The State of Connecticut, Department of Correction (DOC) is seeking highly motivated and experienced individuals to join our team as a Secretary 1 in the Health Services Unit!

The immediate vacancies are for the following institutions:

  • Willard-Cybulski Correctional Institution in Enfield, Connecticut with additional support to Robinson Correctional Institution in Somers, Connecticut
  • Hartford Correctional Center in Hartford, Connecticut
Please note: this recruitment may also be used to fill future vacancies across the state.
WHAT WE CAN OFFER YOU

Our state has a lot to offer - from fun activities for all ages, to great food and shopping, to beautiful state parks and forests, to our diverse cultures and rich history. Connecticut is a great place to live! Learn more about Connecticut here.

POSITION HIGHLIGHTS

As a Secretary 1 at Willard-Cybulski Correctional Institution/Robinson Correctional Institution, you will:
  • Answer and screen incoming calls for the Health Services Unit (HSU); document and relay messages to appropriate staff.
  • Prepare and maintain monthly and quarterly reports, including financial data.
  • Manage timekeeping processes using UKG.
  • Coordinate nursing and provider schedules.
  • Attend HSU meetings; transcribe and distribute meeting minutes to staff.
  • Greet and direct visitors, vendors, and new hires.
  • Coordinate office support services, including tracking supply inventory, ordering supplies, and processing purchase orders.
  • Perform data entry and conduct internet research as needed.
  • Organize and maintain filing systems; sort and distribute mail.
  • Process inmate fee forms accurately and in compliance.
This position is full time on first shift, Monday through Friday from 8:00 AM until 4:30 PM.

As a Secretary 1 at Hartford Correctional Center, you will:
  • Create and distribute staffing schedules for the Mental Health (MH) Department.
  • Distribute inmate requests in a timely manner.
  • Schedule involuntary medication panel hearings.
  • Prepare and submit overtime requests as needed.
  • Scan written requests, and create or update orders in the health record system.
  • Audit new MH intakes to ensure orders are accurately entered.
  • Upload documents to the Electronic Health Record (EHR) system.
  • Review and correct timekeeping errors in Kronos.
  • Audit records to ensure appropriate therapy orders, medication orders (if applicable), and follow-up orders are in place.
  • Compile and report monthly departmental statistics.
  • Take and distribute meeting minutes for daily shift changes and departmental meetings.
  • Pull and distribute daily appointment lists for the Mental Health Unit.
  • Assist with creating departmental memos and other communications.
  • Provide general office support, including ordering supplies and handling administrative tasks.
This position is full- time on first shift, Monday through Friday from 7:30 AM until 4:00 PM.

See EXAMPLES OF DUTIES section below for more information.

ABOUT US

The State of Connecticut, Department of Correction (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 law-abiding and accountable behaviors. Safe and security shall be a priority component of this responsibility as it pertains to staff, victims, citizens and offenders.

The Department of Correction provides comprehensive health care to the offender population that meets a community standard of care, and includes medical, mental health, dental, addiction and ancillary services, in compliance with applicable state and federal laws and consent decrees.

The Carl Robinson Correctional Institution is a level 3 medium-security facility. It houses sentenced offenders and provides a great emphasis on programming and education.
The Robinson Correctional Institution offers a wide assortment of programming for inmates including intensive in-patient substance abuse treatment and a full menu of educational and vocational programming including culinary arts, machine tooling, small engine repair and community college courses.

The Cybulski Community Reintegration Center was created in April 2015 within an existing facility, the Cybulski portion of the Willard-Cybulski Correctional Institution. The center is a new program initiative to the department and compliments the Governor's Second Chance Society concept.
Within a safe, secure and humane environment, offenders participate in a meaningful program process that instills a high standard of accountability and an expectation of responsibility on the part of the offender. Privileges and awards are earned and any offender who fails to meet the set standards will engage in a process of corrective action.

The Hartford Correctional Center is committed to protecting the public and staff by providing a safe, secure, and healthy environment for all persons remanded to its custody, and to promoting the responsible behavior of each such individual. The Hartford Correctional Center strives to create a facility that promotes professionalism, excellence, and dignity for its employees.

This level 4, high-security urban jail holds primarily pretrial offenders and serves superior courts in Bristol, Enfield, Hartford, Manchester, Middletown, New Britain, Rockville and West Hartford.
The Hartford Correctional Center also oversees this agency's 12-bed Medical-Surgical Ward at the University of Connecticut Health Center in Farmington. The Medical-Surgical Ward is a level 5 co-ed inpatient/outpatient program. The high security medical ward, on a yearly basis process nearly 350 inpatients and more than 2,200 outpatients.

             

Selection Plan

FOR ASSISTANCE IN APPLYING

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process. 

BEFORE YOU APPLY

  • Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.  
  • Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, 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 contact listed below.
  • Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency. 
  • Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift. 
  • Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State.  Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing DAS.SHRM@ct.gov. 
  • Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other. 
  • Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.
AFTER YOU APPLY

  • Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).   
  • Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression! 
  • Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.  
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.  
  • Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 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, available at www.ct.gov/ethics.
QUESTIONS? WE’RE HERE TO HELP

Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Ben Beaudry at benjamin.beaudry@ct.gov.

Join the State of Connecticut and take your next career step with confidence!

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for performing a full range of secretarial support functions.

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 routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
  • REPORT WRITING:
    • Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
  • INTERPERSONAL:
    • Greets and directs visitors;
    • Answers phones and takes messages;
    • Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit).
  • PROCESSING:
    • Scans correspondence;
    • Pulls and attaches related materials;
    • Reviews, routes and prioritizes mail.
  • SECRETARY:
    • Arranges and coordinates meetings (including space and equipment);
    • 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;
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;
    • 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

Two (2) years of experience above the routine clerk level in office support or secretarial work.

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 one (1) year.

PREFERRED QUALIFICATIONS

  • Experience with MS Word, creating letters, agendas, memos, and other business communications
  • Experience with MS Excel, creating spreadsheets, utilizing formulas, functions, and filters
  • Experience maintaining health records in accordance with HIPAA and other confidential documents
  • Experience generating accurate and complete work while under the restraints of a deadline
  • Experience supporting multiple units and leadership roles
  • Experience accurately inputting and managing data and using databases to generate reports
  • Experience maintaining paper and digital files, including organizing, tracking, and storing files
  • Experience working in a hospital, urgent care center, clinic, or medical office

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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.


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