Secretary 2(Office/On-site)

Introduction

The State of Connecticut,Department of Developmental Services (DDS) – North Region is currently recruiting for a Secretary 2 position. This position will be located on-site at Public Programs, EastHartford, CT

Position Highlight

• PCN 101896
• Full-time, 80-hours/biweekly
• 1st shift
• Monday – Friday
• 8:00 am – 4:30 pm
• However, must be flexible to meet the needs of the agency.

Unique Opportunity
Join a world-class team committed to delivering outstanding service and support to individuals with developmental and intellectual disabilities. As a Secretary 2, you will play a crucial role in maintaining the seamless operation and success of our programs. Your contributions will directly impact the lives of many, making this a truly fulfilling career opportunity.

Job Responsibilities

• Support the Residential Manager in ensuring the health and safety of around 60 individuals in 12 DDS Community Living Arrangements.
• Assist in the development and updating of policies and procedures, ensuring they are strictly adhered to and flawlessly implemented.
• Coordinate the scheduling of meetings, preparation of reports, transcription of documents, writing of meeting minutes, maintenance of filing systems, and drafting of memorandums.
• Apply Microsoft Outlook, Word, PowerPoint, and Excel for sending correspondences, typing reports, compiling information, and building documents with embedded links and images.
• Track and order office and cleaning supplies to ensure all needs are met promptly.
• Perform related duties as required to support the agency's ambitious goals.

Why Join Us?
At the State of Connecticut we are dedicated to encouraging an inclusive, collaborative, and forward-thinking work environment. Our team members' contributions are highly valued, and their professional growth is supported. You will have the chance to work with committed professionals who are enthusiastic about making a positive impact in the community. Join us and become part of an organization that prioritizes excellence and aims to offer top-notch services.

Selection Plan

• 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.
• Please visit our 'Applicant Tips on How to Apply' page or view our tutorial.
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Edward Magnano, EEO Manager at (860) 418-6148 or Edward.Magnano@ct.gov.
• 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. 
• In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  
• 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 question'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. 
• 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, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.  Applicants must meet the minimum qualifications as indicated to apply for this position. 
• Should you have questions pertaining to this recruitment, please contact Liz Pinette at elizabeth.pinette@ct.gov.
• This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
• 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.
• For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.
• Read through this helpful link to prepare for your interview.

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

• Clerical experience in a setting that provides services for individuals with Developmental and Intellectual Disabilities.
• Experience interacting and composing correspondence for internal and external purposes, including various state and private agencies.
• Experience utilizing DDS procedures and terminology.
• Experience working within HIPAA Laws and Confidentiality.
• Experience accurately proof-reading complex documentation.
• Experience with administrative functions, including data collection, scheduling, writing meeting minutes, and tracking and ordering supplies.
• Experience with Microsoft Office, including; Word, Excel, Access, Outlook, PowerPoint, and MS Teams.

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.