STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Office/On-Site

Recruitment #240422-7539CL-001

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Introduction



Are you looking to grow your career within a law enforcement environment? If so, take a look at this great opportunity with the State of Connecticut!

The State of Connecticut, Department of Emergency Services and Public Protection (DESPP) is recruiting a Secretary 2 for the Office of Field Operations located at the Central District Headquarters in Hartford, CT.
      WHAT WE CAN OFFER YOU
      In addition, the State puts an emphasis on:
      • Providing limitless opportunities;
      • Hiring for diversity and fresh perspectives;
      • Performing meaningful work and;
      • Encouraging a healthy work/life balance!
      POSITION HIGHLIGHTS
      • This position is full-time, following a first shift schedule, 40 hours per week, scheduled Monday - Friday, 7:00 AM - 3:00 PM / 8:00 AM - 4:00 PM / 9:00 AM - 5:00 PM, hybrid 1 day a week based upon arrival.
      • The incumbent is responsible for assisting in excel tracking of OSHA events, Department Accidents, Pursuits, Fatals and Use of Force reports.
      • The incumbent will also conduct phone calls, return messages, fax and scan documents as well as complete projects, data entry, and other clerical duties as assigned.
      • As a Secretary 2, the incumbent is also responsible for managing vendors/contracts/contractors who work and supply services to Central District Headquarters, Brainard Airport.
      ABOUT US
      DESPP is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance and scientific services utilizing enforcement, prevention, education and state of the art science and technology.

      For an inside look at what it is like to be an Employee for the State of Connecticut, watch the video below!

       

      Selection Plan

      Before you 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, 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.
      • 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, please read or watch our Applicant Tips on How to Apply!
      Important information for after you apply:
      Candidates selected for an interview must provide the following at the time of interview: 

      State Employees
      • Two (2) most recent performance evaluations
      • Completed CT-HR-13
      Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation. Any pending disciplinary history within the past 2 years and review of attendance records are also considered in this selection process. 

      Click here to complete the Criminal Convictions addendum (CT-HR-13). The CT-HR-13 can also be found on the DAS website by typing in "CT-HR-13" into the "Search Department of Administrative Services" search field. 

      • 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.
      • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
      • For current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit.
      Questions about this position should be directed to Alejandro G. Dávila-Hurtado at Alejandro.Davila-Hurtado@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 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 working for a law enforcement agency;
      • Experience interacting and corresponding with state and private agencies;
      • Experience communicating with internal and external stakeholders over the phone, through email, and in person;
      • Experience working in an environment requiring proof reading and data entry;
      • Experience using Microsoft Office programs, including Microsoft Access, Excel, Word and PowerPoint;
      • Experience with tables, merging documents, creating spreadsheets with formulas, scheduling, and managing calendars;
      • Experience developing organizational systems, presenting ideas, and implementing new organizational systems;
      • Experience working with the Health Insurance Portability & Accountability Act (HIPAA); and
      • Experience with analyzing and managing confidential information including: criminal records, police reports which include crime scene photographs, personnel files and legal documents.

      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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