Secretary 2

State of Connecticut - DOC Willard Cybulski Correctional Inst; Enfield (CT); On-site; USD 45,000 - 65,000; Full time

Job summary

The State of Connecticut, Department of Correction (DOC) is seeking two Secretary 2s to support Unified School District #1’s Education Units in Enfield and Somers. The roles are full-time, first shift, 40 hours weekly, 7:00 AM - 3:30 PM, with responsibilities including typing, filing, meeting minutes, and data entry.

Candidates should have 3 years of office support/secretarial experience, plus substitution options.

Qualifications

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

Responsibilities

• Typing and formatting correspondence, reports, and bills. Proofread and edit for grammar.
• Filing and maintaining confidential materials, charts, and reference manuals.
• Answering phones, directing visitors, and handling mail and supplies.
• Prepare minutes, reports, and financial data; calendar management.
• Coordinate meetings, arrange travel, and support multiple supervisors.

Skills

Grammar and punctuation

Interpersonal skills

Oral and written communication

Time management

Shorthand or speedwriting

Education

Secretarial sciences college training

Tools

Microsoft Excel

Microsoft Outlook

Office suite software

Job description

The State of Connecticut, Department of Correction (DOC) is seeking two highly motivated and experienced Secretary 2's to support Unified School District #1’s Education Units in our northern Connecticut.

WHAT WE CAN OFFER YOU

Visit our State Employee Benefits Overview page! Professional growth and 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.

*Please Note: This recruitment may be used for vacancies at other DOC facilities in the event there are openings outside of the location listed.

The two locations we are currently looking to fill are Enfield and Somers. This position is full-time, following a first shift schedule, 40 hours per week, Monday through Friday, 7:00 AM - 3:30 PM. Education in the CT Department of Correction (DOC) is provided through Unified School District #1 (USD#1). USD #1 is a legally vested school district within the DOC.

THE ROLE:

• Answering phones
• Sorting and distributing mail
• Data preparation and entry in charts and graphs
• Filing
• Communicating student updates to staff
• Supply ordering and record keeping
• Coordinating office support services
• Communicating and responding to members of the community
• Taking and maintaining meeting minutes
• Preparing reports and financial data
• Receiving and directing visitors
• Organizing and maintaining the office
• Internet research
• Calendar management

OUR SCHOOL DISTRICT:

• K-12 High School Program
• Adult Basic Education (ABE)
• General Education Development (GED)
• Credit Diploma Program (CDP)
• English Second Language (ESL) / Teaching English to Speakers of Other Languages (TESOL)
• A wide variety of Career-Technical Education (CTE) programs

Our USD#1 motto is defined by the Latin phrase on the District's seal. The phrase, 'Non Sum Qualis Eram,' translates into English, as 'I am not what I once was.' The hope is that returning citizens will be provided with some of the core tools required to change their path in life through education.

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; 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

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 working in an education setting, with an understanding of the inner workings of a school
• Experience with CT Special Education Data System (CTSEDS)
• Experience using Microsoft Excel for tracking and sorting data, as well as constructing charts and graphs
• Experience using Microsoft Outlook calendars for scheduling meetings
• Experience performing administrative and office support activities for multiple supervisors
• Experience with high volume data entry
• Professional experience with State of CT Education Software Programs including Adult Ed. Reporting, PSIS (Public School Information System)
• Experience organizing and maintaining regular (daily, weekly, monthly, and quarterly) activities
• Experience completing and improving regular multistep processes
• Experience with business communications including writing and editing letters and memos
• Experience organizing and maintaining a high volume office space

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.