STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Hybrid

Recruitment #230306-7539CL-001

Introduction

The State of Connecticut, Department of Developmental Services (DDS) South Region - has one (1) current full-time job opportunity for a Secretary 2. Position is based out of the Wallingford Office, Private Health Services Division.

State of Connecticut employees participate in a competitive benefits plan that includes: 
  • Excellent health and dental coverage
  • A generous retirement plan
  • Paid time off
  • A healthy work/life balance!
Discover the opportunity to: 
  • Engage in a rewarding career
  • Assist our employees so they can achieve success
  • Make a difference in the public sector
  • Work together in a collaborative team environment
State of Connecticut Department of Developmental Services Mission and Vision Statements
The mission of the Department of Developmental Services is to partner with the individuals we support and their families, to support lifelong planning and to join with others to create and promote meaningful opportunities for individuals to fully participate as valued members of their communities.

All citizens supported by the Department of Developmental Services are valued contributors to their communities as family members, friends, neighbors, students, employees, volunteers, members of civic and religious associations, voters and advocates.  These individuals:
  • Live, learn, work and enjoy community life in places where they can use their personal strengths, talents and passions.
  • Have safe, meaningful and empowering relationships.
  • Have families who feel supported from the earliest years and throughout their lifetimes.
  • Have lifelong opportunities and the assistance to learn things that matter to them.
  • Make informed choices and take responsibility for their lives and experience the dignity of risk.
  • Earn money to facilitate personal choices.
  • Know their rights and responsibilities and pursue opportunities to live the life they choose.
Position Highlights:
  • Hybrid - after completion of 6-month Work Test Period
  • 40 Hours per week
  • Monday-Friday
  • 8:00 am - 4:30 pm
  • Regular Days Off: Saturday & Sunday
  • However, work schedule flexibility is required in order to meet the demands of the job.
We encourage you to come see all that Connecticut has to offer by joining the DDS team! 

Selection Plan

  • The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 
  • If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Jennifer Borenski, EEO Specialist 2 at (860) 418-6143 or Jennifer.Borenski@ct.gov. 
  • 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.  
  • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application 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.  Applicants must meet the minimum qualifications as indicated to apply for this position.  
  • Please visit our Applicant Tips on How to Apply page. 
  • Should you have questions pertaining to this recruitment, please contact Liz Weston at elizabeth.weston@ct.gov 
  • This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 
  • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. 
  • 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. 

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

  • Office Assistant or Secretarial experience in a setting that provides services to individuals with Intellectual and Developmental Disabilities
  • Experience with visitors or callers handling their inquiries or directing them to the appropriate persons according to their needs
  • Experience composing and typing meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports
  • Experience using a variety of Microsoft Office programs, including Outlook, Word, Excel, Teams, Access and PowerPoint
  • Experience providing information or technical assistance supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person
  • Experience developing constructive and cooperative working relationships
  • Clerical experience in a clinical setting
  • Clerical experience with supervisory calendars

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.