Secretary 2

Introduction

\r\n\r\n\r\nThe Connecticut Department of Emergency Services and Public Protection (DESPP)�is recruiting for a Secretary 2 to join our team within the Connecticut State Police, Troop H, Hartford. The Secretary 2 plays a vital role at the troop level operations, supports law enforcement, agency employees and the public. This full-time position is Monday through Friday, 8:00 AM to 4:30 PM.\r\n\r\n\r\n\r\nWHAT WE CAN OFFER YOU\r\n\r\n\r\n Visit our State Employee Benefits Overview page to learn about our medical and dental insurance plans, sick/vacation/personal leave accruals, state holidays, tuition reimbursement and more!\r\n Professional growth and development opportunities.\r\n A healthy work/life balance to all employees.\r\n\r\nPosition Highlights\r\n\r\nSome key responsibilities include:\r\n\r\n\r\n Scanning sensitive police reports, ensuring police reports contain all of the appropriate information, tracking information, etc.\r\n Interacting with the public when they request police reports and other information both in person and via telephone, understanding of the state documentation retention policy, arranging and coordinating meetings for the Troop commander.\r\n\r\nAbout Us\r\n\r\nDESPP 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. DESPP is structured on three key Strategic Pillars created by Commissioner Ronnell Higgins.\r\n\r\n\r\n1. Operational Efficiency, Efficacy and Excellence • Making decisions through the thoughtful and informed use of data • Challenging the 'that's the way it's always been done' construct—i.e., thinking outside the box as to how we can improve • Constantly seeking better results\r\n\r\n\r\n2. Shared Fiscal Responsibility • Recognizing our collective responsibility to steward the agency's resources • Realigning planned budgetary actions to ensure that they are in taxpayers' interests • Preparing together for potential budget stresses and fiscal challenges\r\n\r\n\r\n3. Ethics and Accountability • Critically and constantly measuring our practices against our policies • Performing quarterly performance evaluations agency-wide to measure success and flag areas needing improvement • Regularly engaging external partners for feedback and assessments • Opening our doors to Connecticut students and workers for apprenticeships, internships, and career pathways\r\n\r\n\r\n\r\n\r\n \r\n \r\n \t\t\t\t\t\t\r\n \r\n \r\n \r\n\r\n\r\n\r\n\r\n\r\n

Selection Plan

RECRUITMENT INFORMATION:\r\nCandidates selected for an interview must provide the following at the time of interview:�\r\nState Employees\r\n\r\n\r\n Two (2) most recent performance evaluations\r\n Completed CT-HR-13\r\n\r\n\r\nNon-State Employees\r\n\r\n\r\n Two (2) professional references contact information including name, email and phone number (at least one being a current and/or previous supervisor).\r\n Completed CT-HR-13\r\n\r\n\r\nCandidates 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.�\r\n\r\n\r\nClick 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.�\r\n\r\n\r\nFOR ASSISTANCE IN APPLYING:�\r\nCheck out our�Applicant Tips on How to Apply! Need more resources?� Visit our�Applicant Toolkit�for additional support throughout the recruitment process.�\r\nBEFORE YOU APPLY:�\r\n\r\n Meet Minimum Qualifications:�Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified. �\r\n Educational Credits:�List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, 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 contact listed below by the closing date listed on the job posting.�\r\n Resume Policy:�Per�Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.�\r\n Preferred Shift/Location:�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.�\r\n Timely Submission:�All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. �Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing�DAS.SHRM@ct.gov.�\r\n Salary Calculations: 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.�\r\n\r\n\r\n Note: The�only way�to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.\r\n\r\nAFTER YOU APPLY:�\r\n\r\n Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your�Personal Status Board�regularly.\r\n For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select “Update My Contact Information.”\r\n Referral Questions:�This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).� �\r\n\r\n\r\n Prepare For An Interview:�Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful�Interview Preparation Guide�to make the best impression!�\r\n Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.��\r\n The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.��\r\n Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 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, available at�www.ct.gov/ethics.\r\n\r\nQUESTIONS? WE’RE HERE TO HELP:�\r\nDue to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Nick Naples at Nicholas.Naples@ct.gov.�\r\nJoin the State of Connecticut and take your next career step with confidence!\r\n

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:\r\n\r\n\r\n\r\n TYPING:\r\n \r\n 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.;\r\n Proofreads for content;\r\n Edits using knowledge of grammar, punctuation and spelling.\r\n \r\n \r\n FILING:\r\n \r\n Designs office filing systems;\r\n Organizes and maintains files (including confidential files);\r\n Maintains, updates and reviews reference materials and manuals.\r\n \r\n \r\n CORRESPONDENCE:\r\n \r\n Composes complex letters and/or memoranda, etc. (e.g., explaining department�practices/policies) for own or supervisor's signature.\r\n \r\n \r\n REPORT WRITING:\r\n \r\n Compiles information from a variety of sources and prepares narrative or statistical�reports, exercising judgment in the selection of items to be included.\r\n \r\n \r\n INTERPERSONAL:\r\n \r\n Greets and directs visitors;\r\n Answers phones and screens incoming calls;\r\n Provides advice to callers regarding policy and procedures (e.g., citing a regulation to�solve a specific problem);\r\n Coordinates with others both within and outside of the organization on a variety of non-routine matters.\r\n \r\n \r\n PROCESSING:\r\n \r\n Screens letters, memos, reports and other materials to determine action required;\r\n May make recommendations to the supervisor.\r\n \r\n \r\n SECRETARY:\r\n \r\n Arranges and coordinates meetings (including space and equipment);\r\n Researches, assembles and coordinates meeting materials (e.g., charts, graphs,�reports);\r\n Writes minutes of meetings, lectures, conferences, etc. from rough draft;\r\n Takes notes and/or meeting�minutes;\r\n Prepares expense accounts;\r\n Makes travel arrangements.\r\n \r\n \r\n OFFICE MANAGEMENT:\r\n \r\n Maintains an inventory of supplies and equipment;\r\n Orders supplies when necessary;\r\n Completes, processes and maintains paperwork for purchasing (e.g., orders,�requisitions, invoices, etc.);\r\n Maintains time and attendance records;\r\n Assists in preparing and monitoring the office budget (e.g., compiles figures, reviews�statistical reports, verifies expense items);\r\n Designs and initiates new forms and procedures to facilitate workflow;\r\n \r\n Performs related duties as required.\r\n \r\n\r\n

KNOWLEDGE, SKILL AND ABILITY

\r\n\r\n Considerable knowledge of\r\n \r\n office systems and procedures;\r\n proper grammar, punctuation and spelling;\r\n \r\n \r\n Knowledge of\r\n \r\n business communications;\r\n department's/unit's policies and procedures;\r\n business math;\r\n \r\n \r\n Skills;\r\n \r\n interpersonal skills;\r\n oral and written communication skills;\r\n \r\n \r\n Ability to\r\n \r\n schedule and prioritize office workflow;\r\n operate office equipment which includes computers, tablets, and other�electronic equipment;\r\n operate office suite software;\r\n take notes (shorthand, speedwriting or other method acceptable to the supervisor).\r\n \r\n \r\n\r\n\r\n

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years of experience above the routine clerk level in office support or secretarial work.\r\n

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

\r\n\r\n Experience managing records in accordance with established procedures in place.\r\n Experience working with Microsoft Office Suite.\r\n Experience maintaining confidential information in compliance with organizational policies.\r\n Experience in responding to unexpected challenges, such as last minute changes, urgent administrative requests.\r\n Experience ordering, monitoring office supplies.\r\n Experience processing invoices using Core CT.\r\n Experience facilitating meetings using Microsoft Office.\r\n Experience communicating with internal and external stakeholders by phone, email, in person.\r\n Experience working with criminal reports including graphic crime scene photographs.\r\n\r\n\r\n

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER\r\nThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.\r\n