Secretary 2 (Office/On-site)

Introduction

\r\n\r\n\r\n\r\n\r\nAre you a current State of Connecticut employee/clerical professional looking to continue your career with the State of Connecticut? If so, we invite you to consider the Secretary 2 position with Connecticut Developmental Services!\r\nThe State of Connecticut, Developmental Services (DDS) – �South Region is currently recruiting for a�Secretary 2��position within the Individuals, Families, and Self-Determination Division. This position will be located on-site at the DDS Office located in Norwich.\r\n\r\n\r\n\r\nPosition Highlights: PCN 16658\r\n\r\n\r\n Full-time, 80-hours/biweekly\r\n 1st shift\r\n Monday – Friday\r\n 8:00 am – 4:30 pm\r\n However, must be flexible to meet the needs of the agency.\r\n A hybrid schedule may be requested following successful completion of the incumbent’s Working Test Period.\r\n Incumbents in this class may be required to travel.\r\n Incumbents in this class may be required to possess and obtain a valid Motor Vehicle Driver’s License in good standing.\r\n\r\n\r\nIn your role as a Secretary 2, you will have the opportunity to:\r\n\r\n\r\n Experience and proficiency in developing and maintaining databases, spreadsheets, etc. In addition to proficient skills with Microsoft outlook and TEAMS\r\n Arrange and coordinate meetings (including space and equipment)\r\n Research, assemble and coordinate meeting materials (e.g., charts, graphs, reports)\r\n Write minutes for meetings, lectures, conferences, etc. from rough draft;\r\n Take notes and/or meeting minutes\r\n Prepare expense accounts\r\n Make travel arrangements\r\n Maintain an inventory of supplies and equipment\r\n Order supplies when necessary\r\n Perform related duties as required\r\n\r\n\r\n\r\n\r\nWhat we can offer you:\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\nDDS Mission Statement:\r\nThe mission of the Department of Developmental Servicers is to partner with the individuals we support and their families, to support lifelong planning and to join with others to create and promote meaningful opportunities for individuals to fully participate as valued members of their communities.\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, 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.\r\nFOR ASSISTANCE IN APPLYING:�\r\n\r\n\r\n Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit for additional support throughout the recruitment process.�\r\n 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.\r\n\r\n\r\nBEFORE YOU APPLY:�\r\n\r\n Preferred Location: Select all location(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.�\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 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. 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 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 This employer may participate in E‑Verify and will provide the federal government with your Form I‑9 information to confirm work authorization.\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 Ethan.Ives@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 interacting with and composing correspondence for internal and external purposes.\r\n Experience interacting and corresponding with various state, local and private agencies; including but not limited to CT Department of Education, CT Department of Aging and Disability Services, Probate Court Administration, CT Dept of Children and Families, etc.\r\n Experience working with Health Insurance Portability and Accountability Act (HIPPA) laws and Confidentiality\r\n Experience accurately proof-reading complex documentation\r\n Experience with administrative functions including data collection, scheduling, tracking, and ordering supplies\r\n Experience with Microsoft Office, including; Word, Excel, Access, Outlook, PowerPoint and Teams\r\n Clerical experience in a setting that provides services for individuals and families with developmental disabilities and underserved populations\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