STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Executive Secretary

Recruitment #230310-3594SE-001

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Introduction

Connecticut Office of the Chief Medical Examiner

The State of Connecticut, Office of the Chief Medical Examiner (OCME) is a free-standing. modern facility located on the UCONN Health Center Campus in Farmington, CT.  The office is a state-wide medical examiner system charged with the investigation of sudden and unexpected deaths that, by statute, fall under our jurisdiction.  

We are seeking one (1) full-time (40 hours) per week, Executive Secretary, to assist the OCME Chief Medical Examiner in our facility located at 11 Shuttle Rd. Farmington, CT 06032.  The hours of work are Monday through Friday, 8:00 am to 4:30 pm. 

Duties consist of, bit are not exclusive to: 
  • Handling of screening  correspondence, to refer to appropriate the staff and follow up to insure timely response;  
  • Arranges, and coordinates meetings, transcribes confidential correspondence from these meetings and /or hearings, both for the OCME and the Commission on Medicolegal Investigations (COMLI).; 
  • Prepares own letters or reports and advises the Chief of appropriate action taken on routine matters;  
  • Maintains and checks records and files for the Chief Medical Examiner;  
  • Performs special assignments, studies and routine administrative functions as directed; 
  • May supervise a clerical staff assigning work and following up to insure completion; 
  • May transmit to or request information from agency staff on the behalf of the Chief Medical Examiner; 
  • Performs related duties as required.
Note:  In addition to the checking of references and facts stated in the application, a thorough background investigation will be completed before the candidate is certified for appointment.

Selection Plan

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 invited to interview may be required to submit additional documentation, which supports their qualification(s) for this position.  These documents may include:  a resume, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency. 

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. 

Although applicants will receive correspondence via email, as a backup they are also encouraged to sign onto their Personal Status Board daily to monitor their status, view all emailed notices and complete tasks required in the recruitment 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 jsanz@ocme.org.

Should you have questions pertaining to any phase of this recruitment, please contact the hiring agency's human resources office: jsanz@ocme.org, 860-679-3982.

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

PURPOSE OF JOB CLASS (NATURE OF WORK)

Acts as personal secretary and provides office management to the administrative head and/or to each undersecretary or deputy to such head of a department or institution as authorized by Section 5-198(11) of the Connecticut General Statutes.

EXAMPLES OF DUTIES

Acts as confidential secretary to an executive; relieves superior of administrative details through interaction with the public and routine contacts with other state executives; complies and coordinates data for action by superior; takes and transcribes confidential correspondence from supervisor or at meetings and/or hearings; types a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms following proper format; prepares own letters or reports and advises superior of appropriate action taken on routine matters; schedules appointments and arranges meetings; acts as receptionist; maintains and checks records and files; performs special assignments, studies and routine administrative functions as specifically directed; screens incoming correspondence, refers to appropriate staff and follows up to insure timely response; may supervise a clerical staff assigning work and following up to insure completion; may transmit to or request information from agency staff for agency head; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of office administration and management; considerable knowledge of functions, procedures, programs and regulations of relevant organizational unit; considerable knowledge of English grammar, spelling and punctuation; considerable interpersonal skills; ability to interact effectively with supervisor, co-workers and general public; ability to work independently on administrative tasks and make decisions within framework of departmental policies; ability to follow complex instructions; ability to take accurate and complex dictation; supervisory ability.

PREFERRED QUALIFICATIONS

  • 5 years of executive office management and administrative support experience.
  • Experience providing high level administrative support to Commissioners and executive leadership.
  • Considerable knowledge of English grammar, spelling, and punctuation.
  • Proficient in the Microsoft Office 365 suite of applications.
  • Ability to follow complex instructions and function independently in an office environment.
  • Knowledgeable of judicial/legal procedures, documents, subpoenas, authorizations and regulations.
  • Experience with subpoenas and Freedom of Information.
  • High level interpersonal skills.

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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