Secretary 2

State of Connecticut - Department of Children & Families; Danbury (CT); In loco; USD 45.000 - 65.000; Tempo pieno

Descrizione del lavoro

State of Connecticut – Department of Children and Families is seeking a detail-oriented Secretary 2 to support Region 5 offices in Danbury, Waterbury, and Torrington. This full-time role involves typing, filing, meeting coordination, and document preparation to ensure smooth day-to-day operations.

The ideal candidate will have several years of secretarial experience, strong organizational and communication skills, and the ability to handle confidential information with discretion.

Competenze

• Three (3) years of experience above routine clerk level in office support or secretarial work.
• One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.
• College training in 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.

Mansioni

• Types a full range of correspondence, reports, and more from rough draft or dictated notes.
• Designs, maintains and updates filing systems, including confidential files.
• Composes complex letters and memoranda for supervisor's signature.
• Compiles information from multiple sources and prepares narrative or statistical reports.
• Greets and directs visitors, answers phones, and provides policy-related information.
• Screens letters and reports to determine action required; may make recommendations.
• Arranges and coordinates meetings, prepares materials, writes minutes, and tracks follow-up.
• Manages office supplies, time and attendance records, and contributes to budget-related activities.

Conoscenze

Office organization

Interpersonal skills

Oral and written communication

Business math

Time management

Attention to detail

Formazione

College training in secretarial sciences

Strumenti

Microsoft Office

Google Workspace

TEAMS

Zoom

Descrizione del lavoro

Introduction

Are you a current Department of Children and Families employee looking to advance your career? If so, we encourage you to read more about the Secretary 2 position below! The State of Connecticut, Department of Children and Families (DCF) – is accepting applications for one (1) full-time Secretary 2 position.

We are seeking a highly organized, detail-oriented, and motivated individual to join our team as a Secretary 2 within Region 5, serving the Danbury, Torrington, and Waterbury area offices. This position offers an opportunity to provide essential administrative and secretarial support to staff who are dedicated to protecting children, strengthening families, and supporting the well‑being of our communities.

The Secretary 2 plays an important role in ensuring the efficient day-to-day operations of the office by performing a variety of administrative and secretarial duties. Responsibilities include preparing and proofreading correspondence, reports, and other documents; maintaining confidential filing systems and records; coordinating meetings and appointments; responding to telephone inquiries and assisting visitors; processing documents and correspondence; and supporting office operations, including purchasing, time and attendance, and budget-related activities.

The ideal candidate will demonstrate strong organizational, communication, and interpersonal skills, exercise sound judgment and discretion when handling confidential information, and be able to manage multiple priorities in a fast‑paced environment. We are looking for someone who is dependable, adaptable, customer‑service oriented, and committed to contributing to a professional and supportive workplace.

If you are looking for an opportunity to make a meaningful contribution while utilizing your administrative and organizational skills, we encourage you to apply and become part of the Department of Children and Families, Region 5 team!

We hope you take this opportunity to continue your career with the State of Connecticut!

Position Highlights

• Agency Only: Only current Department of Children and Families employees will be considered for this position.
• Location: Region 5: Danbury, Waterbury and Torrington offices.
• Full‑time | 40 Hours per week
• 1st Shift | Monday – Friday | 8:00 am – 5:00 pm

What we can offer you

• View our State Employee Benefits Overview page!
• Professional growth and paid professional development opportunities.
• A healthy work‑life balance to all employees!
• The State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.

DCF Mission Statement

Partnering with communities and empowering families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce who strive every day to meet the needs of those we encounter.

Eligibility

In order to be considered for this job opening you must be a current State of CT employee of the agency listed above 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. You must specify your qualifications on your application.

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

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;
• Interpersonal skills;
• Oral and written communication skills;
• 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 managing complex administrative tasks, including calendar coordination, travel planning, document preparation, and office operations
• Experience in preparing meeting agendas, organizing logistics, taking accurate minutes, and tracking follow-up actions to ensure successful and productive meeting
• Experience communicating professionally, both verbally and in writing, with internal and external stakeholders
• Experience in office software (e.g., Microsoft Office Suite, Google Workspace, TEAMS, ZOOM) and digital tools for scheduling, communication, and file management
• Experience managing multiple assignments simultaneously, prioritizing workload, and meeting established deadlines while maintaining accuracy
• Experience handling highly sensitive and confidential information

Conclusion

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.