STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Hybrid

Recruitment #230602-7539CL-001

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Introduction


Are you a state employee with 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 Division of Regulatory Compliance.


POSITION HIGHLIGHTS

  • Monday - Friday, 8 hours/day
  • Full Time, 40 hours per week
  • First shift
  • Location: 450 Columbus Boulevard in Hartford
  • Hybrid telework schedules are available

WHAT WE CAN OFFER YOU

THE ROLE

The incumbent will support the day-to-day operations of the offices of the State Building Inspector and State Fire Marshal, which provide services to other state agencies and municipalities across Connecticut to make sure buildings comply with building and fire codes. The team handles a high volume of e-mails and telephone calls, inspections and technical approvals, and administers the meetings of committees. Support the management team of the Division of Regulatory Compliance, including, but not limited to:


  • Scheduling and posting notices of meetings; taking, drafting and posting of minutes
  • Answering telephone calls and voicemails, or passing on to team members as required
  • Collecting and distributing the team’s mail
  • Creation and maintenance of electronic documents and forms, including in Microsoft Office and Microsoft Forms
  • Improvement, organization and maintenance of electronic files
  • Cataloging of paper files and preparation for digitizing of those files
  • Updating the team’s website pages

ABOUT US

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.

Selection Plan

TO APPLY
  • In order to be considered for this job opening you must be a current State of CT employee, who has worked for the state 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. 
  • 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 brittney.woodley@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

  • Experience with CORE-CT, including eProcurement (ePro) for requisitions
  • Experience triaging e-mail boxes and telephone calls
  • Experience scheduling meetings, posting related notices and documents on the Secretary of State web site
  • Experience preparing meeting agendas and minutes
  • Experience using SiteCore for State of Connecticut web pages

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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