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

Introduction

\r\n\r\n\r\n\r\nAre you a clerical professional looking to start your career with the State of Connecticut? If so, we invite you to consider the Secretary 2 (Confidential) positions below!\r\n\r\nThe�State of Connecticut, Department of Labor (DOL) – is currently recruiting for two (2) Secretary 2 (Confidential)�positions located in Wethersfield, CT.\r\nThese positions are in our State Board of Mediation and Arbitration.\r\n\r\nThe State Board of Mediation and Arbitration (SBMA) is a state agency that is empowered under 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 for grievances and contracts in the public and private sector area.\r\n\r\nThe 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.\r\nPosition Highlights:\r\n\r\n\r\n\r\n Location: Wethersfield, CT\r\n Full-time | 1st Shift\r\n Monday – Friday | 40 hours per week\r\n Situational telework available\r\n\r\nYour role as a Secretary 2 (Confidential):\r\n\r\n\r\n Grievance Arbitration Cases. The SBMA secretary is responsible for handling the administration of grievance arbitrations, including processing the request, assigning arbitrators to hear the matter, scheduling hearings, corresponding with the arbitrators and the parties, and preparing the hearing rooms. This task also requires processing and distributing the arbitration awards.\r\n Mediation Cases: The 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 database and routine scheduling.\r\n 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 timelines. Mediation can also be requested at any time during these procedures, the secretary then processes the mediation request.\r\n Closing Contract Case Files, Processing Contract Awards: 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, distribute completed materials (Binding Arbitration Awards) to various recipients, adding information to the database and closing the files. The secretary will adhere to a variety of time sensitive schedules for these processes.\r\n SBMA Phone Coverage 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.\r\n 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 and worksheets for cases, help staff with this process so they can 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.\r\n Related duties as required.\r\n\r\n\r\n\r\n\r\nWhat we can offer you:\r\n\r\n\r\n\r\n View our State Employee Benefits Overview page!\r\n Professional growth and paid professional development opportunities.\r\n A healthy�work-life balance to all employees!\r\n The State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service.� Click here for more information.\r\n\r\n\r\n\r\nAbout the Department of Labor:\r\nThe State of Connecticut, Department of Labor (DOL) is committed to protecting and promoting the interests of Connecticut workers.� In order to accomplish this ever-changing environment, we assist workers and employers to become competitive in the global economy.� We take a comprehensive approach to meeting the needs of workers and employers, and other agencies that serve them.� We ensure the supply of high-integrated services that serve the needs of our customers.\r\n\r\n\r\n\r\n\r\n\r\n\r\n

Selection Plan

FOR ASSISTANCE IN APPLYING:�\r\nCheck out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process.�\r\n\r\n\r\n\r\nBEFORE YOU APPLY:�\r\n\r\n\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. \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 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\n\r\n\r\nAFTER YOU APPLY:�\r\n\r\n\r\n\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 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\n\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 Rocky Young at Rocky.Young@ct.gov\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\nTYPING:�\r\n\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 Performs related duties as required.�\r\n\r\n\r\nFILING:�\r\n\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 Performs related duties as required.\r\n\r\n\r\nCORRESPONDENCE:�\r\n\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 Performs related duties as required.�\r\n\r\n\r\nREPORT WRITING:�\r\n\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 Performs related duties as required.\r\n\r\n\r\nINTERPERSONAL:�\r\n\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 Performs related duties as required.\r\n\r\n\r\nPROCESSING:�\r\n\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 Performs related duties as required.\r\n\r\n\r\nSECRETARY:�\r\n\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 Performs related duties as required.\r\n\r\n\r\nOFFICE MANAGEMENT:�\r\n\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 Performs related duties as required.\r\n\r\n\r\n

KNOWLEDGE, SKILL AND ABILITY

\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

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 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.\r\n Experience handling large call and e-mail volume; triaging and prioritizing communications with public, other staff, and outside parties.\r\n Experience managing multiple and competing priorities.\r\n Experience creating, organizing, and accurately maintaining large number of files.\r\n Experience working cooperatively in a small team environment.\r\n Experience creating and processing payment vouchers, billing, and travel reimbursements.\r\n Experience scheduling and managing administrative hearings.\r\n Experience in labor relations and/or collective bargaining.\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

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.\r\n