Secretary 2

Office/On-site

Recruitment # 250224-7539CL-001

Location East Hartford, CT

Date Opened 3/3/2025 12:00:00 AM

Salary $55,248 - $72,247/year

Job Type Open to Statewide Employees

Close Date 3/10/2025 11:59:00 PM

Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits)

• Introduction

  We need a motivated, organized person for the Secretary 2 role in DDS - North Region, East Hartford.

  The State of Connecticut (https://portal.ct.gov/) , Department of Developmental Services (DDS (https://portal.ct.gov/search-results/?q=dds#gsc.tab=0&gsc.q=dds&gsc.page=1) ) - North Region - has a full-time 1st shift job opportunity for a Secretary 2 (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=7539CL&R1=&R3=) in the Division of Investigations to be based in East Hartford.

  As a Secretary 2, you will play a crucial role in ensuring the smooth operation of the Division of Investigations. Your duties will include, but ar e not limited to:

• Providing support to the Division Director, Director of Service Development and Support Services, and to the regional Abuse/Neglect Liaison

• Managing and coordinating confidential records and documentation

• Coordinating and scheduling meetings and appointments

• Preparing and distributing reports, correspondence, and other communications

• Assisting with the development and implementation of office procedures

• Handling inquiries and providing outstanding customer service to internal and external collaborators

• Supporting the division in the preparation and management of case files

• Applying different software applications to compile and analyze data

• Performing other related duties as required

  Work Schedule 8:30 a.m. - 5:00 p.m., Monday through Friday, 40 hour work week. However, must be flexible to meet the needs of the agency.

  Why Join Us? (https://youtu.be/y6n9M1Qd5fo?si=2xSPGCesqRy3RvTm)

  At the State of Connecticut, we value our employees and aim to build an encouraging and inclusive work environment. As a member of our team, you will enjoy:

• Opportunities for professional growth and development

• Competitive salary and comprehensive benefits package

• A positive and collaborative workplace culture

• The chance to contribute to the well-being of the community

• A flexible work schedule to meet the needs of the agency

• 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.

  Join us and be a part of our ambitious mission to provide outstanding services to the residents of Connecticut. Your talents and dedication will help us achieve our goals and maintain our reputation as a leading public service organization.

  How To Apply

  If you are ready to take the next step in your career, we invite you to apply for the Secretary 2 position. Please submit your application through the JobAps system. Note that once you submit your application, no revisions can be made. Ensure that all qualifications and experiences are clearly detailed in your application.

  We look forward to welcoming a proven professional to our team!

  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.

  FOR ASSISTANCE IN APPLYING:

  Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library (https://portal.ct.gov/das/home/services-for-state-employees/statewide-human-resources/applicant-reference-library?language=en_US) for additional support throughout the recruitment process.

  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.

• 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 .

• 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 (https://www.cga.ct.gov/2021/act/pa/pdf/2021PA-00069-R00SB-00056-PA.pdf) , 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.

• Preferred Shift/Location: Select all location(s) and shift(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 or shift.

• 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 .

• 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.

  AFTER YOU APPLY:

• 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).

• 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!

• 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.

• 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 www.ct.gov/ethics.

  QUESTIONS? WE’RE HERE TO HELP:

  Due 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 Liz Pinette at elizabeth.pinette@ct.gov.

  Join the State of Connecticut and take your next career step with confidence!

  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 demonstrating written and verbal communications within the agency and with other outside business partners and agencies.

• Experience using Microsoft Office, including Excel, Outlook, Teams, and Word.

• Experience with database systems including Camris, and able to manage other databases for tracking case input and output and correspondences.

• Knowledge of DDS Abuse/Neglect procedures and regional Human Rights Committee.

  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