Do you have experience in complex clerical work?
If so, we have an exciting opportunity for you!
The State of Connecticut Department of Administrative Services (DAS) is currently hiring for a Secretary 2 within the Office of Education and Data Management (OEDM).
- Monday - Friday
- Full Time
- First shift
- Location: 450 Columbus Boulevard in Hartford
- Hybrid telework schedules are available
WHAT WE CAN OFFER YOU
The incumbent will provide critical office and administrative support to the unit in its mission to provide public safety pre-credentialing and continuing education training and testing on behalf of the Office of the State Building Inspector and the Office of State Fire Marshal, serve as a vector for vital communications with the code community, effective interactions with mandated Boards and Councils, and code training to the design and trades professions.
The Secretary 2 will act as a Personal Secretary to the Director of OEDM, and support the administration of the unit by performing the following duties:
- Provide administrative support for credentialing training programs and credential maintenance functions.
- Manage common office purchasing functions.
- Process and maintain purchasing paperwork for Code Education Fund purchasing and track encumbrances and expenses for OEDM budget. Assist Director in preparation of annual budget presentation to the Code Fund Board of Control.
- Screen and distribute mail and email (by job assignments).
- Schedule the Code Training Fund Board of Control, Building Code Training Council, and Fire Marshal Training Council meetings, track RSVPs, arrange for member parking, reserve meeting room, prepare materials for meeting, attend meetings and take meeting minutes. Serve as liaison with Secretary of the State's Office (SOTS) to post minutes, agendas, and annual meeting schedules of SOTS' website.
- Ensure that required content regarding Board and Council member rosters, agendas and minutes are posted on the OEDM website.
- Track appointments and term expirations of Board and Council members. Prepare welcome and information letters and packets for new Board and Council members explaining the role of each Board and Council, expectations, meeting schedules and locations, term limits, etc.
- Review and respond to requests for Compliance Conferences and Hearings for Fire Officials and Building Officials. Schedule meeting rooms, contact appropriate department participants, reserve parking, attend Compliance Conferences and Hearings and take minutes. Prepare correspondence reflecting official decisions for signature by the OEDM Director, State Building Inspector, and/or State Fire Marshal.
- Collect productivity counts from OEDM staff members in the areas of testing, training, new credentials administered, credentials revoked, outside credits approved, number of classes offered, number of students, etc., and compile monthly and annual reports for submission to the Deputy Commissioner.
- Assist the Director in drafting revisions to current OEDM policies and procedures and in developing new policies and procedures.
- Prepare and proofread correspondence for Director's signature.
The Department of Administrative Services consists of several distinct programs. The common purpose linking all of the different programs together is our commitment to providing timely, fair, competent, cost-effective services that address the needs of state agencies, municipalities, private industry, and the public.
The Office of Education and Data Management (OEDM) is responsible for training and accrediting Building Code Enforcement and Fire Officials, providing code-related instruction for their continuing education, as well as to individuals in the allied trade and design professions. As such, OEDM performs all credentialing responsibilities - including training, testing, and records maintenance - for the Office of the State Building Inspector (OSBI) and the Office of State Fire Marshal (OSFM). OEDM also works with other government agencies, private utilities, multi-factor initiatives, and the trades communities to support high quality training offerings.
Watch the video below to see what it's like to be a State of Connecticut employee!
- In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this 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.
- Please 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.
- 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
IMPORTANT INFORMATION 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.
- 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.
CONNECT WITH US
- 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. Should you have any questions pertaining to this recruitment, please contact Brittney Woodley at firstname.lastname@example.org.
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:
- 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.
- Designs office filing systems;
- Organizes and maintains files (including confidential files);
- Maintains, updates and reviews reference materials and manuals.
- 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.
- 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.
- Screens letters, memos, reports and other materials to determine action required;
- May make recommendations to the supervisor.
- 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;
- 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.
- Experience taking notes and meeting minutes
- Experience with common office systems and procedures
- Experience drafting and proofreading outgoing business communications
- Experience working with more than one tabbed spreadsheets in Excel
- Experience coordinating and scheduling meetings
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.