Secretary 2

State of Connecticut - DOC Central Office; Hartford (CT); Presencial; USD 42.000 - 65.000; Jornada completa

Descripción de la vacante

The State of Connecticut - DOC Central Office seeks a dedicated Secretary 2 for the Hartford area, providing full secretarial support in a fast-paced state environment. The role requires precise typing, filing, and correspondence, plus strong document management and meeting coordination.

Ideal candidates have three years of office experience, one year as Secretary 1 or equivalent, and secretarial training. Proficiency with Microsoft 365, Outlook, and SharePoint is preferred; hybrid or remote

Formación

• Three (3) years of experience above routine clerk level in office support or secretarial work.
• One (1) year of General Experience must have been as a Secretary 1 or equivalent.
• Substitutions allowed: college training in secretarial sciences may count for experience.

Responsabilidades

• Performs a variety of secretarial duties including typing, filing, and correspondence.
• Compose letters and memos, prepare minutes, and support meeting logistics.
• Maintain office systems, process purchasing, time/attendance records, and budget support.

Conocimientos

Office administration

Time management

Communication skills

Educación

Secretarial training

Herramientas

Microsoft 365

Outlook

SharePoint

Descripción del empleo

Introduction

The Parole & Community Services Division (P&CS) is seeking a dedicated professional to join our unit as a Secretary 2. The current vacancy is at the Hartford Parole office but this recruitment may also be used to fill vacancies at other locations.
POSITION HIGHLIGHTS:
This position is full-time, 40 hours a week, scheduled Monday - Friday, 8 hour work day with work hours from 8:00 am -4:30 pm. This is on-site in office only - no telework availability.
DOC's Parole & Community Services Division (P&CS) supervises and provides support services to offenders released to the community under the jurisdiction of the Commissioner of Correction and the Board of Pardons and Paroles.
The Division is comprised of district offices located in Bridgeport, Hartford, New Haven, Norwich, and Waterbury.
This also includes the following specialized units: Residential Services, Central Intake, Residential Intake Services, Special Management, Mental Health, Fugitive Investigations, Women's Re-Entry, and Training and Staff Development Unit.
P&CS continually strives to enhance public safety by providing offenders opportunities to successfully reintegrate into the community and be productive members of society.

Selection Plan

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 on the job opening. You must specify your qualifications on your application.
FOR ASSISTANCE IN APPLYING: Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit for additional support throughout the recruitment process.
BEFORE YOU APPLY:
Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below by the closing date listed on the job posting.
Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.
Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below.
Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.
Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing [e-mail].
Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.
Note: The only way to apply to this posting is via the 'Apply' or 'Apply Online' buttons on the official State of Connecticut Online Employment Center job posting.

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

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 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; 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 navigating Microsoft 365 applications, including managing shared files, coordinating schedules via Outlook, and using Teams for internal agency communications;
Experience drafting formal agency memoranda, complex executive correspondence, detailed operational reports, and official meeting minutes;
Experience managing competing work and shifting priorities independently to meet strict deadlines;
Experience performing time-sensitive tasks or front-line public contact within a fast-paced, high-volume, or public safety environment;
Experience maintaining, auditing, and safeguarding legally protected information, such as offender records and internal agency data.

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.