Secretary 2 Hybrid Recruitment # 250128-7539CL-001 Location Torrington, CT Date Opened 1/30/2025 12:00:00 AM Salary $55,248 - $72,247/year Job Type Open to Statewide Employees Close Date 2/6/2025 11:59:00 PM Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits) + + + + Introduction We are actively recruiting for a Secretary 2 (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=7539CL&R1=&R3=) position in the Torrington Area Office. This is a full-time, 40 hours per week, Monday-Friday, 8 am to 5 pm position. The position is located at 62 Commercial Blvd, Torrington, CT 06790 The Secretary 2 will be required to perform a variety of high-level administrative duties that support the Office, Program Supervisors and Office Director and may have lead responsibility over other clerical staff. + Ability to communicate effectively and tactfully with staff and the public + Must be able to handle information of high level of confidential nature with discretion + Be organized. Duties will include, but are not limited to + Coordinate meetings, attend meetings, prepare meeting minutes and follow up to ensure minutes are approved by facilitator. + Perform electronic file maintenance work including updating and maintaining computer files. + Process invoices and follow up with providers with any invoice discrepancies + Assist other clerical with e-filing of legal/court document, Timesheet. + Ordering supplies and keeping inventory of various resources. Why Join Us? (https://www.youtube.com/watch?v=y6n9M1Qd5fo) We are an ambitious team dedicated to making a difference, engaging in meaningful work that positively impacts children and families. Together, we collaborate with a diverse group of professionals and community partners, encouraging connections that drive success. We benefit from professional growth opportunities and a nurturing work environment that supports our development. As a forward-thinking organization, we value innovation and excellence, striving to make a lasting impact in everything we do. + Visit our new State Employee Benefits Overview (https://www.jobapscloud.com/CT/jobs/?b=Benefits) page! + Join a Forbes-recognized company! Connecticut is featured on America's Best Employers by State and Best Employers for New Grads in 2024. With our growing job market and dedication to encouraging a growing workforce, Connecticut is an excellent choice for professionals and fresh graduates looking to start their careers. 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. + Please visit our ' Applicant Tips on How to Apply (https://www.jobapscloud.com/ct/sup/applicanttips2023november.pdf) ' page or view our tutorial (https://youtu.be/Y8sOb10qYXQ?si=w4GRBV2u8wvhTKLL) . + 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. + The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. + Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process. + In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. + This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam. + Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. Applicants must meet the minimum qualifications as indicated to apply for this position. + Should you have questions pertaining to this recruitment, please contact Liz Pinette at elizabeth.pinette@ct.gov . + This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. + The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. + 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 . + 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. + Read through this helpful link to prepare for your interview (https://www.jobapscloud.com/CT/jobs/?b=IT&preview=1) . 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: + 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. KNOWLEDGE, SKILL AND ABILITY + 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). MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE Three (3) years of experience above the routine clerk level in office support or secretarial work. 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 + Experience working with Microsoft Outlook, Word, Excel, PowerPoint, and Teams for scheduling. + Coordinating meetings and taking minutes. + Experience with Connecticut On-Line Law Enforcement Communication Teleprocessing System (Collect) and National Crime Information System (NCIC) + Experience utilizing the Core-CT & Kronos for timesheet entering. + Experience developing office procedures and systems, including electronic filing systems, invoice, supply order. + Experience maintaining up-to-date information for a large group of staff members, including attendance records, travel authorizations, reimbursements, calendars. Conclusion 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. Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online