Secretary 2

This position may be subject to Federal requirements for Covid 19 Vaccination Immunization.

 

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.

 

To Apply:

• 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.
• These positions will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion, and merit employment rules.  Applications to this recruitment will be used to meet collective bargaining requirements.  Once any collective bargaining requirements have been met, all other applications may be considered.
• Interviews will be limited to candidates whose experience most closely meets the preferred qualifications, so please ensure that your application is complete and details your experience as outlined in this job posting.  Please note: You will be unable to make revisions once you submit your application into the JobAps system.
• For assistance in applying, please visit our 'Applicant Tips on How to Apply' page.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
• 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.

Important Next Step Information for After You Apply:

• 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.
• 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.
• 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. Applicants must meet the minimum qualifications as indicated to apply for this position.
• 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.
• Due to the large volume of applications received, the Department of Administrative Services is unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account.

Connect With Us:

• If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Tommy Wilson, DDS EEO 1 at (860) 418 – 6148 or tommy.wilson@ct.gov
• If you have any questions pertaining to this recruitment, please contact Rocky Young at rocky.young@ct.gov and reference the recruitment number. 
• Follow the State of Connecticut on LinkedIn.

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.

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.

Three (3) years of experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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 working in a legal setting.
• Experience with Human Resource Management programs such as Core-CT.
• Experience with Microsoft Office Suite including Microsoft Outlook (including managing multiple calendars), Word, Excel and Teams.
• Experience addressing telephone, written, and in-person inquiries for information and assistance.
• Experience distributing memos and announcements, preparing minutes and updating data.
• Experience communicating verbally and in writing to multiple diverse populations and skill levels.
• Experience processing confidential and time-sensitive information for accuracy and completeness while meeting deadlines.
• Experience supporting multiple people/sections simultaneously and managing multiple assignments with attention to detail.
• Experience maintaining paper and digital office filing systems, including organizing and tracking files, and storage in accordance with records retention policies.
• Experience preparing announcements, agendas, minutes, creating forms, managing data, and developing spreadsheets.

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.