Secretary 2 Office/On-site Recruitment # 250128-7539CL-002 Location East Hartford, CT Date Opened 1/29/2025 12:00:00 AM Salary $55,248 - $72,247/year Job Type Open to Statewide Employees Close Date 2/5/2025 11:59:00 PM Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits) + + + + Introduction Are you a clerical professional currently working for the State of Connecticut? If so, we invite you to consider the Secretary 2 position with Connecticut Developmental Services! The State of Connecticut (https://portal.ct.gov/) , Developmental Services (DDS (https://portal.ct.gov/DDS/) ) – North Region – is accepting applications for one (1) full-time Secretary 2 (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=7539CL&R1=&R3=) position located on-site at the Regional Director’s Office in East Hartford, CT. Position Highlights: PCN 18965 + Full-time | 1st Shift | 80 Hours bi-weekly + Monday – Friday | 8:00 am – 4:30 pm + Regular Days Off | Saturday & Sunday + However, flexibility is required to meet the needs of the agency. What we can offer you: + View our new State Employee Benefits Overview (https://www.jobapscloud.com/CT/jobs/?b=Benefits) page! + Professional growth and paid professional development opportunities. + A healthy work-life balance (https://www.youtube.com/watch?v=y6n9M1Qd5fo) to all employees! + Work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers. + 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 (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service) for more information. In your role as a Secretary 2, you will have the opportunity to: + Provide oversight and secretarial functioning for the Private Division Nursing Department; + Assist in the development and updating of policies and procedures; + Disseminate policies and procedures to agencies and other pertinent stakeholders; + Provide oversight of scheduling meetings, reports, transcriptions, writing meeting minutes, filing systems and memorandums; + Utilize Microsoft Outlook, Word, PowerPoint, Excel formats to send correspondence, typing reports and compiling information, and creating documents with links and images imbedded; + Monitor Private Division mailboxes; + Update Health Services databases; + Perform related duties as required; DDS Mission Statement: The 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. 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. FOR ASSISTANCE WITH APPLYING: Please read (https://www.jobapscloud.com/ct/sup/applicanttips2023november.pdf) or watch (https://www.youtube.com/watch?v=Y8sOb10qYXQ) our Applicant Tips on How to Apply! To Apply: + For current state employees, salary calculations are not necessarily comparable from one of the three branches of government (i.e., Executive, Legislative, Judicial) to the other. + In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application. + The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. + These positions will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion, and merit employment rules. Applications to this recruitment will be used to meet collective bargaining requirements. Once any collective bargaining requirements have been met, all other applications may be considered. + Interviews will be limited to candidates whose experience most closely meets the preferred qualifications, so please ensure that your application is complete and details your experience as outlined in this job posting. Please note: You will be unable to make revisions once you submit your application into the JobAps system. + The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. + Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69 (https://www.cga.ct.gov/2021/ACT/PA/PDF/2021PA-00069-R00SB-00056-PA.PDF) , the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system. + Revised Master Application Tutorial: Click Here (https://www.youtube.com/watch?v=KOCUEYDXmUU) . Important Next Step Information for After You Apply: + 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. + 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. + 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, 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. + 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. + Due to the large volume of applications received, the Department of Administrative Services is unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. + Read through this helpful link to prepare for your interview (https://www.jobapscloud.com/CT/jobs/?b=IT&preview=1) . Connect With Us: + 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 + If you have any questions pertaining to this recruitment, please contact Rocky Young at rocky.young@ct.gov and reference the recruitment number. + Follow the State of Connecticut on LinkedIn (https://www.linkedin.com/company/stateofconnecticut/) . 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 + Clerical experience in a setting that provides services for individuals with Developmental and Intellectual Disabilities, + Experience interacting and composing correspondence for internal and external purposes, including various state and private agencies, + Experience utilizing DDS procedures and terminology, + Experience working within HIPAA Laws and Confidentiality, + Experience accurately proof-reading complex documentation, + Experience with administrative functions, including data collection, scheduling, writing meeting minutes, and tracking and ordering supplies, + Experience with Microsoft Office, including; Word, Excel, Access, Outlook, PowerPoint, and MS Teams. + Experience with data entry in DDS Database (ECAMRIS) 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