Secretary 2

State of Connecticut - Department of Children & Families; Manchester (CT); Hybrid; USD 40,000 - 56,000; Full time

Job summary

State of Connecticut - Department of Children & Families is seeking a Secretary 2 to provide comprehensive secretarial support in a hybrid role at Region 4 (Manchester + Hartford). The position requires 3 years of office support experience, with at least 1 year at the Secretary 1 level, and offers growth opportunities within a dedicated team.

Qualified candidates will handle typing, filing, correspondence, report writing, and meeting coordination while maintaining confidential files and

Qualifications

• Three (3) years of experience above the 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 the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience to a maximum of two (2) years.

Responsibilities

• Typing and formatting a wide range of correspondence and reports.
• Filing and organizing confidential materials and reference manuals.
• Composing letters and memoranda for supervisor's signature.
• Preparing narrative or statistical reports and meeting minutes.
• Greet visitors, answer phones, and coordinate with internal/external stakeholders.
• Manage meetings logistics, space, equipment, and travel arrangements.
• Maintain office supplies, records, and basic budget/tracking.

Skills

Office support

Secretarial work

Education

College training in secretarial sciences

Tools

Microsoft Office

Job description

Position

Secretary 2

Location and Schedule

• LOCATION: Region 4 (Manchester + Hartford)
• SHIFT: First (full time)
• SCHEDULE: 40 hours per week, Monday – Friday (hybrid)
• NOTE: This position is open to current State of Connecticut employees only.

What We Offer

• As a current State employee you will receive the same excellent benefits you are accustom to.
• Professional growth and development opportunities.
• A healthy work/life balance to all employees.

Why Join Us

We are an ambitious team dedicated to making a difference, engaging in meaningful work that positively impacts children and families. Together, we collaborate with a diverse group of professionals and community partners, encouraging connections that drive success. We benefit from professional growth opportunities and a nurturing work environment that supports our development. As a forward-thinking organization, we value innovation and excellence, striving to make a lasting impact in everything we do.

About Us

Our mission is to partner with communities and empower families to raise resilient children who thrive. We are proud of our diverse and dedicated workforce, who strive daily to meet the needs of those we encounter. We comprise of a Central Office, fourteen area offices, two facilities, and the Wilderness School.

Start With Us, Stay With Us, Grow With Us

Start With Us, Stay With Us, Grow With Us

Selection Plan

In order to be considered for this job opening you must be a current State of CT employee 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.

Questions? We’re here to help: Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to [e-mail].

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

• Three (3) years of experience above the 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 the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one-half (1/2) year of experience to a maximum of two (2) years.

Preferred Qualifications

• Experience using Microsoft Outlook/Teams, Excel, Word and PowerPoint including, but not limited to, tracking/managing data, composing correspondence, report writing, scheduling meetings, managing multiple calendars and other related records.
• Experience working with others, but also independently, using critical thinking and taking initiative to complete tasks and meeting deadlines.
• Experience prioritizing multiple time-sensitive tasks with competing due dates.
• Experience with written and verbal communication skills including taking and transcribing meeting minutes.
• Experience providing customer service via in person, email and telephone, handling and addressing inquiries for information and assistance.
• Experience working with confidential and time sensitive information.

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.