The State of Connecticut Department of Transportation (DOT) invites experienced applicants to apply for the position of Secretary 1 within the CTDOT Office of Staff Development. This position provides a full range of clerical, administrative and organizational support to the Staff Development team.
CONTINUE TO ENJOY
- 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.
- Learn more about what sets us apart as an employer with our Employer Value Proposition.
- Professional growth and development opportunities.
- On-site low-cost fitness center, on-site cafeteria and Electric Vehicle (EV) charging.
- Alternate work schedule opportunities.
- Ample free parking with easy access from major highways or by public transportation.
- Tuition reimbursement.
- The State of Connecticut is an eligible Public Service Loan Forgiveness employer. You may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.
- Work for a Forbes top company: 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 Schedules
- Join an award winning agency! CTDOT was recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE)!
- First Shift
- Full time, 40 hours per week
- Monday through Friday
- Location: Newington
- This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. Employees in their initial working test period must work on-site in the office.
The Office of Staff Development is responsible for developing and delivering quality learning opportunities to improve, grow and develop CTDOT employees. This office administers more than $2 million in federal training funds annually, provides in-service training to our more than 3,000 employees, and offers career counseling, professional development, and other important services to improve the effectiveness of our employees and operations.
As a Secretary 1, the successful candidate will handle the day-to-day administrative requirements of this office, such as filing, managing and ordering supplies, assisting with scheduling and classroom set up, answering and directing calls and helping provide assistance to employees regarding training, tuition reimbursement and other related questions. Other examples of duties to be performed include but are not limited to:
- Scheduling and organizing classes and meetings, including the coordination of instructors/participants, space, presentations, course materials and audio/visual equipment set-up.
- Maintaining and updating records in a training database and support the administration of a Learning Management System, including data entry and the integration of different records.
- Coordinating the registration of training, conferences and badging, which includes payment and distribution of badges/certificates, as necessary.
- Creating and running reports and employee training records.
- Processing billing and vendor information for timely payment and assist in monitoring of the training and conference budget.
- Assisting with the processing of tuition reimbursement applications.
- Updating training calendars and Staff Development resources on Sharepoint (CTDOT Intranet).
- Attending meetings and trainings when requested to take notes and report on information
- Assisting various internal and external customers, including consultant instructors, on routine and non-routine matters.
The mission of the Connecticut Department of Transportation is to provide a safe and efficient intermodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. We are looking for energetic and driven team players who are passionate about serving the public and about the work we do within the Division of Highway Operations to deliver the DOT's mission. To learn more about our mission, vision and values, please click here.
- 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.
- 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.
- 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.
- For current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit.
- 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
- Please read or watch our Applicant Tips on How to Apply.
CONNECT WITH US
- 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.
- 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 performing a full range of secretarial support functions.
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 routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
- Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
- Greets and directs visitors;
- Answers phones and takes messages;
- Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit).
- Scans correspondence;
- Pulls and attaches related materials;
- Reviews, routes and prioritizes mail.
- Arranges and coordinates meetings (including space and equipment);
- Writes minutes of meetings, lectures, conferences, etc. from rough draft;
- Takes notes and/or meeting minutes;
- Prepares expense accounts;
- Makes travel arrangements.
- 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;
KNOWLEDGE, SKILL AND ABILITY
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Two (2) years of experience above the routine clerk level in office support or secretarial work.
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 one (1) year.
- Experience with scheduling, coordinating, and organizing meetings and events.
- Experience providing administrative support to more than one person.
- Experience with Microsoft Teams Suite applications including Excel, Access, and SharePoint.
- Experience with Learning Management Systems (LMS), Customer Relationship Management (CRM), or other similar tracking and reporting software.
- Experience with financial clerical support including recordkeeping, tracking invoices, receipts, payments, or processing purchases.
- Experience providing customer service and managing difficult customers.
- Experience with office management, establishing office procedures, and electronic file organization.
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.