DCJ Secretary 1 #261029-2636DC-001

State of Connecticut; Derby (CT); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

State employee benefits overview

Professional growth opportunities

Healthy work-life balance

Job summary

The State of Connecticut, Division of Criminal Justice (DCJ) seeks a DCJ Secretary 1 in the Derby/Milford Judicial District to provide comprehensive secretarial support.

Responsibilities include typing, filing, correspondence, report writing, scheduling, and office management, with a 37.5-hour work week and core hours 8:30am–5:00pm. A background check is required prior to start date.

Qualifications

• Two (2) years of experience above the routine clerk level in office support or secretarial work.
• Bargaining unit employees must serve a minimum of five (5) years as a DCJ Senior Clerk prior to consideration for promotion to DCJ Secretary 1.
• Substitutions allowed: College training in secretarial sciences may be substituted for General Experience (15 semester hours = 0.5 year, up to 1 year).
• Preferred qualifications: Strong organizational proficiency; excellent interpersonal communication; professional demeanor; ability to work collaboratively in a fast-paced environment; experience with Word, Excel, PowerPoint; customer service experience; prior courthouse or law enforcement agency experience.

Responsibilities

• Types documents and formats correspondence, reports, briefs, motions, and other materials.
• Maintains filing systems and manages documents and dockets.
• Composes routine letters and memoranda for supervisor's signature.
• Prepares data reports and compiles information from standard sources.
• Greets visitors, screens calls and mail, and responds to routine policy inquiries.
• Receives and reviews reports and forms for accuracy; processes purchasing documents.
• Schedules meetings and coordinates conferences; handles confidential matters; takes minutes.

Skills

Organizational proficiency

Interpersonal communication

Professional demeanor

Collaborative work

Office technology (Word, Excel, Power​

Customer service

Courthouse experience (preferred)

Education

College training in secretarial sciences

Job description

Introduction

The State of Connecticut , Division of Criminal Justice (DCJ) is responsible for the investigation and prosecution of all criminal matters in the State of Connecticut. It is an independent agency of the executive branch of state government, established under the Constitution of the State of Connecticut. The Division is composed of the Office of the Chief State's Attorney, located in Rocky Hill, Connecticut, and the Offices of the State's Attorneys for each of the thirteen Judicial Districts in the State of Connecticut.

About This Position

We have an opportunity for a DCJ Secretary 1 for the Ansonia/Milford Judicial District in Derby/Milford, CT. This position# is 155379.

Position Highlights

• Schedule: Monday - Friday, based on a 37.5 hour work week
• Core hours: 8:30am - 5:00pm
• The incumbent will be required to complete a background check prior to the start date

What We Can Offer You

• Explore our comprehensive State Employee Benefits Overview to see what we offer
• Enjoy endless opportunities for professional growth and development
• Embrace a healthy work/life balance tailored to all employees

About Us

The Division of Criminal Justice (Division) and its employees are committed to the fair and equal administration of justice in Connecticut. To this end, the Division acknowledges its duty to investigate and prosecute matters within its jurisdiction diligently, ethically and impartially, honoring its constitutional and common law foundations. By ensuring that the criminal laws of the State of Connecticut are enforced fairly and constitutionally, the Division honors the rule of law upon which our nation is founded. Accomplishing this mission depends upon skill, creativity, and constructive interaction of all Division employees with the law enforcement community and advocacy in the highest traditions of the Office of State's Attorney, the first public prosecutor in America.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Division of Criminal Justice this class is accountable for performing a full range of secretarial support functions.

EXAMPLES OF DUTIES

Incumbents perform a variety of secretarial duties as illustrated in the following areas:

Typing

• Using a computer, tablet, or other electronic equipment, formats and types a full range of correspondence, reports, briefs, motions, 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;
• Maintains, updates and reviews documentation as required;
• Logs documents and maintains dockets.

Correspondence

• Composes routine letter/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.

Report Writing

• Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).

Interpersonal

• Greets and directs visitors;
• Screen calls, visitors and mail;
• Responds to routine requests for information on policies, rules and regulations, programs and procedures.

Processing

• Receives and reviews various reports and forms for accuracy and completeness;
• Processes reports and forms;
• May prepare and process fiscal and personnel documents.

Personal Secretary

• Arranges and coordinates meetings and conferences;
• Schedules appointments;
• Processes confidential matters;
• Takes notes and/or meeting minutes;
• Takes and transcribes dictation;
• Prepares expense accounts;
• Makes travel arrangements;
• May attend meetings and take and transcribe minutes of proceedings.

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;
• 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;
  • business math;
• Skills
  • interpersonal skills;
  • oral and written communication skills;
• Ability to
  • schedule and prioritize office workflow;
  • operate office equipment which may include word processors, computers, tablets or other electronic equipment;
  • take notes (shorthand, speedwriting or other method acceptable to the supervisor);
  • type at a net speed of 50 wpm.

Minimum Qualifications - General Experience

Two (2) years of experience above the routine clerk level in office support or secretarial work.

NOTE: Bargaining unit employees are required to serve a minimum of five (5) years as a DCJ Senior Clerk prior to consideration for promotion to DCJ Secretary 1.

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 one (1) year.

Preferred Qualifications

• Strong organizational proficiency
• Excellent interpersonal communication
• Professional demeanor, even when confronted with calls or visits from frustrated individuals
• Demonstrated capacity to work collaboratively in a fast-paced environment with minimal errors
• Considerable experience with office technology, specifically Word, Excel, and PowerPoint and the willingness to embrace and learn new systems and software
• Customer service experience
• Prior experience working in a courthouse or for a law enforcement agency

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.