Secretary 2 (Confidential)(Office/On-site)

Introduction

The State of Connecticut, Department of Labor (DOL) is recruiting a Secretary 2 (Confidential) located in Wethersfield, CT.

Position Highlights:

• Full-time, 40 hours per week
• First (1st) shift
• Monday - Friday
• Situational Telework Available
• Wethersfield, CT

The Role:

• Mediation Cases: SBMA secretary will process and follow up on all requests for mediation for grievance mediation matters. This involves assigning the mediator, assigning case numbers, sending all correspondence confirming mediation requests and assignments, maintaining accurate email addresses as needed for mediators, entering information into the data base and routine filing.
• Interest Binding Arbitration: Binding arbitration is the impasse resolution process for collective bargaining with Labor and Employers. This process is governed by statute and requires attention to detail and timely follow up with the parties. Duties include: creation and execution of numerous letters to the parties. This correspondence is time sensitive, requires extensive record keeping and sequential processing of progressive letters relating to the selection of the binding arbitration panel, scheduling of hearings and possible waivers of time lines. Mediation can also be requested at any time during these procedures, the secretary then processes the mediation request.
• Closing MBA Contract Case Files, Processing MBA Contract Awards and MPC Cases: All of these areas similarly require attention to detail, the production and processing of multiple types of correspondence, directing parties to complete the necessary forms related to each function, distributing completed materials (Binding Arbitration Awards) to various recipients, filing, adding information to the data base and closing the files. The secretary will adhere to a variety of time sensitive schedules for these processes.
• SBMA Phone and Cross Training: Phone coverage is a team activity shared by the SBMA secretarial staff. Due to the limited number of staff, the secretaries are cross trained to be competent in all facets of the SBMA office work, including receipt and processing of grievances and grievance payments, scheduling grievance arbitrations and assigning arbitrators, researching Motions to Vacate, and ordering supplies. These are only some examples of the skills and knowledge required through cross training
•  Become familiar with the process of complex binding arbitration procedures to accommodate peak periods. Assist staff as needed to answer questions regarding the process. Prepare excel reports/worksheets for cases, help staff with this process so they are able to process these cases on their own when necessary. Aid mediators as they move forward with the mediation process; check on all reports, case follow up, mediation sessions and necessary forms to be certain all are updated in a timely manner.
• Performs related duties as required.

About Us:

The State Board of Mediation and Arbitration (SBMA) is a state agency that is empowered under the Chapter 560 of the Connecticut General Statutes. The objectives of the Board are to save jobs by maintaining peaceful employer/employee relations, and to promote equity between labor and management by resolving labor disputes. This is accomplished through the mediation and arbitration services available to employers and employee organizations, in the public and private sector. The goal is to provide efficient, professional and timely mediation services of grievances and contracts in the public and private sector area.

The mediation process helps promote an atmosphere conducive to assisting labor and management in resolving collective bargaining controversies. Understanding that there is a need for labor and management to shift towards cooperation and away from conflict, the Board offers the services of mediation for outreach and education programs in the art of dispute settlement. The Board provides arbitration services for the purpose of arbitration of disputes over the application or interpretation of the terms of a written collective bargaining agreement.

What’s In It For You:

Visit our new State Employee Benefits Overview page!

• To 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;
• Professional growth and paid professional development opportunities.
• A healthy work-life balance to all employees.
• State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loan forgiveness after 10 years of service. Click here for more information.

Discover the opportunity to:

• Engage in a rewarding career
• Assist our employees so they can achieve success
• Make a difference in the public sector
• Work together in a collaborative team environment

Selection Plan

For Assistance in Applying:

Please read or watch our Applicant Tips on How to Apply!

Application Process:

This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.

For current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.

In order to be considered for this job opening, you must 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.

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

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.

Please ensure that your application is complete. You will be unable to make revisions once you officially submit your application to the state of Connecticut.

Selection Process:

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error.

During the recruitment process, applicants may be required to submit additional documentation supporting their qualification(s) for this position. These documents may include performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the agency.

Read through this helpful link toprepare for your interview.

Contact Information:

Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.

Should you have any questions pertaining to this recruitment, please contact Christopher Lavallee at Christopher.Lavallee@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

Incumbents perform a variety of secretarial duties as illustrated in the following areas:

TYPING: 

• Using a personal computer or 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;
• Performs related duties as required. 

FILING: 

• Designs office filing systems; 
• Organizes and maintains files (including confidential files); 
• Maintains, updates and reviews reference materials and manuals;
• Performs related duties as required.

CORRESPONDENCE: 

• Composes complex letters and/or memoranda, etc. (e.g. explaining department practices/policies) for own or supervisor's signature;
• Performs related duties as required. 

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;
• Performs related duties as required.

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;
• Performs related duties as required.

6. PROCESSING: 

• Screens letters, memos, reports and other materials to determine action required; 
• May make recommendations to the supervisor;
• Performs related duties as required.

7. PERSONAL 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 using shorthand, speedwriting or machine transcription; 
• Prepares expense accounts; 
• Makes travel arrangements;
• Performs related duties as required.

8. 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; 
• Interpersonal skills; 
• Ability to
  • schedule and prioritize office workflow; 
  • operate office equipment which includes personal computers 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 with computers and different applications including Microsoft Office Suite (Outlook, Word, Excel, and Teams) to communicate with staff and the public; and to create, edit, and share electronic documents.
• Experience handling large call and e-mail volume; triaging and prioritizing communications with public, other staff, and outside parties.
• Experience managing multiple and competing priorities.
• Experience creating, organizing, and accurately maintaining large number of files.
• Experience working cooperatively in a small team environment.
• Experience creating and processing payment vouchers, billing, and travel reimbursements.
• Experience scheduling and managing administrative hearings.
• Experience in labor relations and/or collective bargaining.

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.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all inclusive of every task and/or responsibility.