STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Recruitment #230822-7539CL-001

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Introduction



The State of Connecticut Department of Transportation (DOT) is now accepting applications for an exciting Secretary 2 position within the Bureau of Engineering and Construction, District 1 Construction Division, located in Rocky Hill, CT.

WHAT WE CAN OFFER YOU

  • Work for a Forbes top company - ‘Forbes’: State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule
  • Competitive starting salary
  • Industry leading health benefits, including medical and dental coverage
  • Extensive pension plan and supplemental retirement offerings
  • Paid time off including 13 paid holidays per calendar year
  • A culture that encourages work/life balance
  • Professional growth and development opportunities
  • Ample free parking with easy access from major highways or by public transportation
  • Tuition reimbursement
  • Join an award winning agency! CT DOT has been recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE)!



THE ROLE

We are seeking a dynamic, customer service oriented, energetic, and driven team player who is passionate about serving the public and about the work we do at the DOT to deliver our mission. In this role you will provide support to the District 1 Construction and Survey units, providing superior customer service to staff and stakeholders. If you are cooperative, responsive, have very good attendance, excellent written communication and editing skills and are willing to go the extra mile, this could be the position for you!

The ideal candidate will have experience operating Microsoft office suite software.

DISCOVER THE OPPORTUNITY TO

  • Prepare timely and accurate letters, memoranda, and correspondence
  • Courteously respond to telephone calls and emails, resolving questions and complaints
  • Make travel arrangements
  • Schedule, create agendas, and take notes
  • Purchase supplies for construction and survey staff
  • Prepare documents for interview panels and employment changes such as transfers and new hires
  • Assist with tracking responses to log letters and other outside inquiries
  • Be accountable, problem solve, and communicate appropriately with a wide range of individuals at various levels inside and outside of the department
  • Display a positive attitude and self-motivation
  • Showcase excellent organizational skills and strong attention to detail
  • Complete assignments within specified deadlines and schedule office workflow
  • Exhibit strong computer skills and be fully competent with Microsoft Word, Excel, Outlook, Teams, and PowerPoint
  • Have a high level of professionalism and excellent interpersonal skills including the ability to be cooperative in challenging situations
  • Display strong oral and written communication skills, including excellent grammar, spelling, and punctuation
POSITION HIGHLIGHTS

  • Monday - Friday
  • Full-time (40 hours per week)
  • First shift
  • Location:  Rocky Hill, CT
  • Hybrid (office/telework) may be available
This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. The Policy can be found at https://portal.ct.gov/-/media/OPM/OLR/Notices/2021-TW-final-agreement-with-arbitrated-issue-included.pdf.  Employees in their initial working test period must work on site in the office.
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Selection Plan

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.
  • 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.
  • In order to receive educational credits toward qualification for this job posting, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the recruiter listed on this job posting.
  • 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.
  • Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.
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 Frank DeCusati at frank.decusati@ct.gov or 860-713-5176.

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:
    • Using Microsoft Office products, including SharePoint, to organize and maintain 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) in Microsoft Teams;
    • 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 electronic forms 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).
    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 policies 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 Microsoft Office Suite including Microsoft Outlook (including managing multiple calendars), Word, Excel, PowerPoint, SharePoint, Teams, and Bluebeam
    • Experience addressing telephone, written, and in-person inquiries for information and assistance
    • Experience preparing and distributing electronic memos, documents, and letters in Microsoft Office SharePoint
    • Experience communicating verbally and in writing to multiple diverse populations and skill levels
    • Experience composing and editing business communications and editing letters and reports with correct grammar, spelling and punctuation and an understanding of engineering and construction terminology
    • Experience processing confidential and time-sensitive information for accuracy and completeness while meeting deadlines
    • Experience using financial management software such as CORE-CT or Peoplesoft or Oracle for ordering supplies
    • Experience supporting multiple people/sections simultaneously and managing multiple assignments with attention to detail
    • Experience accurately inputting and managing data and using databases to generate reports
    • 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, and developing spreadsheets

    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.





    E-mailPhone: (860) 713-52058am - 4:30pm M-FPowered by JobAps