Secretary 1 (Multiple Locations)

CT; Bridgeport (CT); On-site; USD 42,000 - 64,000; Full time

Job summary

State of Connecticut, Department of Children and Families (DCF) is hiring multiple Secretary 1 positions at various locations. This opportunity is open to current state employees with two years of experience above routine clerk level in office support or secretarial work.

Full-time, first-shift, Monday–Friday. The role provides comprehensive administrative support, including typing, filing, correspondence, reports, meeting coordination, and office management.

Qualifications

• Two years of experience above the routine clerk level in office support or secretarial work.
• Proven ability to manage multiple priorities with discretion.
• Experience with scheduling, meetings and travel arrangements.

Responsibilities

• Types and formats correspondence and reports; proofreads for accuracy.
• Designs and maintains filing systems including confidential records.
• Prepares data reports and minutes; coordinates meetings and travel.
• Greets visitors, answers phones, routes inquiries; maintains office operations.

Skills

Office coordination

Interpersonal skills

Oral and written communication

Time management

Education

College training in secretarial sciences

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Core-CT

Kronos

Collect

Job description

Introduction

Are you a current State of Connecticut employee who has two (2) years of experience above the routine clerk level in office support or secretarial work? If so, we encourage you to read more about the opportunity to join our team! The State of Connecticut, Department of Children and Families (DCF) is accepting applications to hire for multiple Secretary 1 positions at various locations throughout the state.

Position Highlights

NOTE: This position is only open to current State employees. Please see 'Selection Plan' for more information.

SHIFT: Full-time | 40 hours per week | first-shift

SCHEDULE: Monday through Friday

LOCATIONS:

• Central Office - Hartford
• Region 1: Bridgeport and Norwalk
• Region 2: Milford and New Haven
• Region 3: Middletown, Norwich and Willimantic (Please note: Willimantic is part of Windham County.)
• Region 4: Hartford and Manchester
• Region 5: Danbury, Torrington, and Waterbury
• Region 6: New Britain and Meriden

Benefits and Balance At The State Of Connecticut

As a current state employee, you will continue to receive benefits, including:

• State Employee Retirement System
• A variety of medical and dental plans
• Sick and personal leave
• The State of CT is an eligible Public Services Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service.

Visit the State Employee Benefits Overview page to learn more!

In addition, the State puts an emphasis on:

• Providing limitless opportunities
• Hiring for diverse and fresh perspectives
• Performing meaningful work and
• Encouraging a healthy work/life balance!

Our state has a lot to offer - from fun activities for all ages, to great food and shopping, to beautiful state parks and forests, to our diverse cultures and rich history. Connecticut is a great place to live! Learn more about Connecticut here.

Your Role

We are seeking a highly organized and detail-oriented professional to join our team as a Secretary1. This position plays a vital role in ensuring the smooth and efficient operation of the office by providing comprehensive administrative and secretarial support. The ideal candidate is dependable, adaptable, and skilled at managing multiple priorities while maintaining professionalism and confidentiality.

The Secretary 1 performs a wide range of clerical and administrative duties, including preparing and formatting correspondence and reports; proofreading and editing documents for accuracy; designing and maintaining filing systems, including confidential records; and composing routine memoranda and letters for supervisory signature. Responsibilities also include compiling information and preparing data reports, scanning and processing correspondence, reviewing and prioritizing mail, and organizing related materials.

This position requires strong communication skills, proficiency with computers and office technology, sound judgment, and the ability to handle sensitive information with discretion. If you are a motivated administrative professional who thrives in a dynamic office environment, we encourage you to apply.

More details about this position can be found within the 'Example of Duties' and the class specification.

START WITH US. STAY WITH US. GROW WITH US.

We hope you take this opportunity to continue your career with us and make an impact by serving your state!

Purpose Of Job Class (Nature Of Work)

In a state agency this class is accountable for performing a full range of secretarial support functions.

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 routine letters/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
• Answers phones and takes messages
• Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit)

Processing

• Scans correspondence
• Pulls and attaches related materials
• Reviews, routes and prioritizes mail

Secretary

• Arranges and coordinates meetings (including space and equipment)
• 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

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 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

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

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

• Experience working with Microsoft Outlook, Word, Excel, PowerPoint, and Teams for scheduling.
• Experience coordinating meetings and taking minutes.
• Experience with Connecticut On-Line Law Enforcement Communication Teleprocessing System(Collect) and National Crime Information System (NCIC)
• Experience utilizing the Core-CT & Kronos for timesheet entering.
• Experience developing office procedures and systems, including electronic filing systems, invoice, supply order.
• Experience maintaining up-to-date information for a large group of staff members, including attendance records, travel authorizations, reimbursements, calendars.

An Affinitive 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.