• Job Description

  Req#: 241010-7539CL-001

  Introduction

  TheState of Connecticut, Department of Developmental Services (DDS) – North Region is currently recruiting for aSecretary 2position. This position will be located on-site at Public Programs, East Hartford, CT Position Highlight PCN 101896 Full-time, 80-hours/biweekly 1st shift Monday – Friday 8:00 am – 4:30 pm However, must be flexible to meet the needs of the agency. Unique Opportunity Join a world-class team committed to delivering outstanding service and support to individuals with developmental and intellectual disabilities. As a Secretary 2, you will play a crucial role in maintaining the seamless operation and success of our programs. Your contributions will directly impact the lives of many, making this a truly fulfilling career opportunity. Job Responsibilities Support the Residential Manager in ensuring the health and safety of around 60 individuals in 12 DDS Community Living Arrangements. Assist in the development and updating of policies and procedures, ensuring they are strictly adhered to and flawlessly implemented. Coordinate the scheduling of meetings, preparation of reports, transcription of documents, writing of meeting minutes, maintenance of filing systems, and drafting of memorandums. Apply Microsoft Outlook, Word, PowerPoint, and Excel for sending correspondences, typing reports, compiling information, and building documents with embedded links and images. Track and order office and cleaning supplies to ensure all needs are met promptly. Perform related duties as required to support the agency's ambitious goals. Why Join Us? At the State of Connecticutwe are dedicated to encouraging an inclusive, collaborative, and forward-thinking work environment. Our team members' contributions are highly valued, and their professional growth is supported. You will have the chance to work with committed professionals who are enthusiastic about making a positive impact in the community. Join us and become part of an organization that prioritizes excellence and aims to offer top-notch services. Benefits We prioritize the well-being of our employees and recognize the importance of maintaining a harmonious work-life balance. Alongside competitive compensation, we provide a range of benefits, including medical, dental, and vision insurance, retirement plans, paid time off, and professional development opportunities. Visit ournewState Employee Benefits Overviewpage! 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.

  Selection Plan

  In order to be considered for this job opening, you must be a current State of CTemployee, 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 mustspecify your qualifications on your application. Please visit our 'Applicant Tips on How to Apply' page or view ourtutorial. The minimum experience and training requirements must be met by the closedate 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 EdwardMagnano, EEO Manager at (860) 418-6148 orEdward.Magnano@ct.gov. 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 yourJobApsPersonal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email andJobApsPersonal 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 LizPinetteatelizabeth.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 toDAS.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 toprepare for your interview.

  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 departmentpractices/policies) for own or supervisor's signature. REPORT WRITING: Compiles information from a variety of sources and prepares narrative or statisticalreports, 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 tosolve 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 meetingminutes; 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, reviewsstatistical 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 otherelectronic 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.

  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.

• About the company

  Connecticut (/kəˈnɛtɪkət/) is the southernmost state in the New England region of the United States.

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