Confidential Secretary

Town of South Windsor; South Windsor (CT); On-site; USD 50,000 - 55,000; Full time

Job summary

Town of South Windsor is seeking a confidential secretary to support the Town Manager’s Office and Town Council. The role demands discretion, strong written and oral communication, and the ability to manage complex files.

Duties include composing letters, drafting minutes and reports, coordinating data, updating records and maintaining confidential files, while ensuring timely, customer-friendly service to residents.

Qualifications

• High School Diploma and five years of office experience or equivalent.
• Thorough knowledge of office practices and procedures.
• Strong knowledge of business English, grammar, punctuation and arithmetic.
• Proficiency with standard office equipment and computer software.
• Ability to organize and communicate effectively, both written and oral.

Responsibilities

• Plan, organize and execute work per procedures for Town Manager and Council.
• Compose letters and reports; transcribe confidential documents.
• Greet visitors and respond to inquiries from the public.
• Draft minutes, resolutions, and correspondence as needed.
• Coordinate data for action by Town Manager and schedule meetings.
• Maintain confidential records and assist in bookkeeping functions.
• Update board and commission webpages and open positions.
• Provide backup support for Town Council meetings.

Skills

Office administration

Written communication

Oral communication

Confidentiality

Organization

Transcription

Education

High School Diploma

Tools

Microsoft Office

Job description

EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Close Date

Location 7

Description

NATURE OF WORK

This is responsible secretarial and administrative confidential support work for the Town Manager’s Office and Town Council, under the supervision of the Executive Assistant.

Work involves responsibility for performing complex confidential secretarial services. Work requires the exercise of discretion in performing daily activities based on a complete knowledge of administrative policies and procedures and Town operations. Work also involves important contacts with officials of other governmental and private agencies and the general public. Work assignments are generally given with broad statements of objectives and performed with a considerable degree of independence. Work is reviewed for the achievement of desired results.

An essential part of the duties of this position is assisting in developing a flexible and anticipatory organization which will provide cost-effective and customer-friendly delivery of quality services to the community; plus assisting in new ways to deliver both the short and long-term needs of South Windsor consistent with the Town’s goals and objectives.

EXAMPLES OF ESSENTIAL JOB FUNCTIONS

Plans, organizes and executes work according to standard procedures and oral directions from the Town Manager, Assistant Town Manager, and Executive Assistant/Clerk of the Council consistent with the Town’s quality service goals and the development of cost-effective, customer-friendly service delivery.

Independently composes letters and reports; types and transcribes confidential letters, reports, and records from dictation notes, transcription equipment, or rough notes; performs special assignments, studies and routine administrative functions as directed.

Greets visitors; screens incoming correspondence and calls, and follows up to ensure timely response; responds to inquiries and requests from the public; attempts to resolve complaints that are not referred to division heads.

Under direction of the Executive Assistant/Clerk of the Council, drafts minutes, resolution letters and other correspondence and reports as needed––

Compiles and coordinates data for action by Town Manager and schedules appointments and arranges meetings; prepares statistical and narrative reports of some complexity.

Transmits and explains Town Managers’ directions to proper persons, and follow up for compliance, completeness, and conformance with deadlines.

Assists in developing and maintaining confidential and complex records and files, including department files, purchasing and other administrative records. Performs related bookkeeping functions.

Responsible for updating and maintaining all board and commission webpages, including maintaining a listing of open positions on all Town Boards and Commissions.

Maintains and updates memberships and quarterly attendance of Boards and Commissions Maintains a spreadsheet of legal requests and fees.

Drafts citations and proclamations and maintains a calendar of community events accessible by the Town Manager and Town Council.

In the absence of the Executive Assistant/Clerk of the Council, provides administrative support to the Town Manager. Provides backup coverage for Town Council meetings.

May assist the Facilities Director and Health Director with administrative duties when needed.

OTHER JOB FUNCTIONS

Performs related work as required.

One theme of this Total Quality Management organization is teamwork both within departments and among departments to maximize quality service delivery to the citizens of South Windsor. Personnel are encouraged and expected to perform work not definitely described in their job descriptions. Recognition of individual performance beyond one’s job description is a function of the Town’s employee recognition programs and/or incentive pay plan.

Position Requirements

REQUIREMENTS OF WORK

High School Diploma; five years of experience in an office administrative or executive secretarial position; or any equivalent combination of training and experience that provides the following knowledge, abilities and skills.

Thorough knowledge of office practices and procedures including the operation and care of standard office equipment.

Thorough knowledge of business English, grammar, punctuation and arithmetic.

Thorough knowledge of the functions, laws, rules, regulations and policies of the department, or the ability to acquire such knowledge during a reasonable period of training.

Thorough knowledge of computer software as applied to office applications.

Ability to organize and express thoughts and ideas orally and through written communications.

Ability to exercise mature judgment, maintain confidentiality, and make responsible decisions in accordance with established policies and procedures.

Ability to perform work consistent with the Town’s quality service goals and the development of cost-effective, customer-friendly service delivery.

Ability to prioritize, organize and perform work independently.

Ability to plan and maintain record keeping systems.

Ability to compose and prepare effective correspondence.

Ability to establish and maintain effective working relationships with other employees, public officials and the general public, and to effectively and discreetly convey information.

Ability to transcribe minutes and correspondence from a recording.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus.

Salary Information $50,000 to $55,000 depending upon experience

Full-Time/Part-Time Full-Time

Position Confidential Secretary

Open Date 10/7/2026

This position is currently accepting applications.