Secretary 2 (Confidential)

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BEFORE YOU APPLY:

• 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.
• 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.
• 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.
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• 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.
• 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.

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• Referral Questions: This posting may require completion of additional Referral Questions (RQs) which must be completed by the questionnaires 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).
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• The immediate vacancy is listed above however applications to this recruitment may be used for future vacancies in this job class.
• 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

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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;
• Performs related duties as required.

FILING:

• Designs office filing systems;
• Organizes and maintains files (including confidential files);
• Maintains updates and reviews reference materials and manuals;
• Performs related duties as required.

CORRESPONDENCE:

• Composes complex letters and/or memoranda etc. (e.g. explaining department practices/policies) for own or supervisors signature;
• Performs related duties as required.

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;
• Performs related duties as required.

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;
• Performs related duties as required.

PROCESSING:

• Screens letters memos reports and other materials to determine action required;
• May make recommendations to the supervisor;
• Performs related duties as required.

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;
• Performs related duties as required.

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;
  • departments/units 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).

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

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

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