Secretary 2 - State of Connecticut

The State of Connecticut, Department of Aging and Disability Services (ADS), Bureau of Rehabilitation Services (BRS), is currently seeking an experienced and qualified individual for the position of Secretary 2.

• LOCATION: 55 Farmington Ave, Hartford, CT
• UNIT: Bureau of Rehabilitation Services (BRS)
• SCHEDULE: Full-Time, First Shift, 40 hours per week, typical work schedule of Monday through Friday
• POSITION NUMBER: 141029

• Visit our new State Employee Benefits Overview page!
• The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked one of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule
• Professional growth and development opportunities
• A health work/life balance to all employees

• Answer phones and screen incoming calls;
• Schedule and coordinate meetings (including space and equipment);
• Take and transcribe meeting notes and/or minutes;
• Coordinate and process travel arrangements for BRS staff;
• Complete, process and maintain paperwork for purchasing (e.g., orders, requisitions, invoices, etc.);
• Monitor contracts to ensure that routine payments are in compliance with contract provisions;
• Create and maintain timelines for reoccurring BRS program assignments;
• Compile information from a variety of sources and prepare narrative or statistical reports, exercising judgment in the selection of items to be included;
• Manage archived files; and
• Support the overall work of the program.

ADS offers a myriad of programs and services to assist older adults and people with disabilities. Our programs, policies and practices are designed to:

• Deliver integrated aging and disability services responsive to the needs of Connecticut citizens;
• Provide leadership on aging and disability issues statewide;
• Provide and coordinate aging and disability programs and services in the areas of employment, education, independent living, accessibility and advocacy;
• Advocate for the rights of Connecticut residents with disabilities and older adults; and
• Serve as a resource on aging and disability issues at the state level.

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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.

• 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.
• In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• In order to receive educational credits toward qualification for this job posting, 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 recruiter listed on this job posting.
• You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
• In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
• 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.
• This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.

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.

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.

• 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).

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

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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.

• Experience performing administrative functions utilizing the tools of Microsoft Office Suite to manage competing priorities
• Experience working with office systems and procedures, including electronic and paper filing, digital correspondence, letter and memo composition, and meeting minutes
• Experience communicating with internal and external stakeholders
• Experience with contracts or purchasing
• Experience collaborating within a team structure and working independently
• Experience coordinating and scheduling in person, hybrid and remote meetings, and coordinating meeting materials

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.