Secretary 2 (Hybrid)

Introduction

\r\n\r\n\r\n\r\nAre you a current Department of Children and Families employee looking to advance their career?� If so, we encourage you to read more about the Secretary 2 position below!\r\nThe�State of Connecticut, Department of Children and Families (DCF) – is accepting applications for one (1) full-time Secretary 2 position.� \r\n\r\n\r\n\r\n\r\n\r\nWe are seeking a highly organized, detail-oriented, and motivated individual to join our team as a Secretary 2 within Region 5, serving the Danbury, Torrington, and Waterbury area offices. This position offers an opportunity to provide essential administrative and secretarial support to staff who are dedicated to protecting children, strengthening families, and supporting the well-being of our communities.\r\n\r\n\r\n\r\n\r\n\r\nThe Secretary 2 plays an important role in ensuring the efficient day-to-day operations of the office by performing a variety of administrative and secretarial duties. Responsibilities include preparing and proofreading correspondence, reports, and other documents; maintaining confidential filing systems and records; coordinating meetings and appointments; responding to telephone inquiries and assisting visitors; processing documents and correspondence; and supporting office operations, including purchasing, time and attendance, and budget-related activities.\r\n\r\n\r\n\r\n\r\n\r\nThe ideal candidate will demonstrate strong organizational, communication, and interpersonal skills, exercise sound judgment and discretion when handling confidential information, and be able to manage multiple priorities in a fast-paced environment. We are looking for someone who is dependable, adaptable, customer-service oriented, and committed to contributing to a professional and supportive workplace.\r\n\r\n\r\n\r\n\r\n\r\nIf you are looking for an opportunity to make a meaningful contribution while utilizing your administrative and organizational skills, we encourage you to apply and become part of the Department of Children and Families, Region 5 team!\r\n\r\n\r\n\r\n\r\n\r\nPosition Highlights: \r\n\r\n\r\n\r\n Agency Only: Only current Department of Children and Families employees will be considered for this position.\r\n Location: Region 5: Danbury, Waterbury and Torrington offices.\r\n Full-time | 40 Hours per week\r\n 1st Shift | Monday – Friday | 8:00 am – 5:00 pm\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\n\r\nDCF Mission Statement:\r\nPartnering with communities and empowering families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce who strive every day to meet the needs of those we encounter.\r\n\r\n\r\n\r\n\r\nWe hope you take this opportunity to continue your career with the State of Connecticut!\r\n\r\n\r\n\r\n\r\n\r\n

Selection Plan

In order to be considered for this job opening you must be a current State of CT employee of the agency listed above 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.\r\n\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 Reference Library for additional support throughout the recruitment process.\r\n�\r\n\r\nBEFORE YOU APPLY:�\r\n\r\n\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.�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 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\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 Experience managing complex administrative tasks, including calendar coordination, travel planning, document preparation, and office operations\r\n Experience in preparing meeting agendas, organizing logistics, taking accurate minutes, and tracking follow-up actions to ensure successful and productive meeting\r\n Experience communicating professionally, both verbally and in writing, with internal and external stakeholders\r\n Experience in office software (e.g., Microsoft Office Suite, Google Workspace, TEAMS, ZOOM) and digital tools for scheduling, communication, and file management\r\n Experience managing multiple assignments simultaneously, prioritizing workload, and meeting established deadlines while maintaining accuracy\r\n Experience handling highly sensitive and confidential information\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