Secretary 2 (Confidential) (Office/On-site)

State of Connecticut; Wethersfield (CT); Hybrid; USD 42,000 - 52,000; Full time

Benefits offered by this job

State Employee Benefits Overview

Professional growth opportunities

Healthy work-life balance

Job summary

The State of Connecticut Department of Labor is seeking a detail-oriented Secretary 2 (Confidential) to support grievance arbitration and mediation processes, maintain filings, and coordinate complex administrative tasks. The role emphasizes accuracy, scheduling, and cross-training across SBMA duties in a fast-paced office environment.

Responsibilities include typing, filing, correspondence, report writing, and meeting arrangements, along with handling sensitive information and ensuring timely

Qualifications

• Extensive knowledge of office systems and procedures.
• Strong grammar, punctuation and spelling.
• Ability to schedule and prioritize office workflow.
• Experience with Microsoft Office and office equipment.

Responsibilities

• Typing and formatting a full range of correspondence and reports.
• Designing and maintaining filing systems, including confidential files.
• Preparing complex letters and memoranda for signature.
• Compiling and presenting narrative or statistical reports.
• Greeting visitors, answering phones, and coordinating with internal/external parties.
• Scheduling meetings, arranging travel, and processing purchasing.

Skills

Interpersonal skills

Oral and written communication

Time management

Scheduling

Education

Secretarial training

Tools

Microsoft Office Suite

Excel

Outlook

Word

Teams

Job description

Position Highlights

• Location: Wethersfield, CT
• Full-time | 1st Shift
• Monday – Friday | 40 hours per week
• Situational telework available

Your role as a Secretary 2 (Confidential)

Grievance Arbitration Cases. The SBMA secretary is responsible for handling the administration of grievance arbitrations, including processing the request, assigning arbitrators to hear the matter, scheduling hearings, corresponding with the arbitrators and the parties, and preparing the hearing rooms. This task also requires processing and distributing the arbitration awards.

Mediation Cases: The SBMA secretary will process and follow up on all requests for mediation for grievance mediation matters. This involves assigning the mediator, assigning case numbers, sending all correspondence confirming mediation requests and assignments, maintaining accurate email addresses as needed for mediators, entering information into the database and routine scheduling.

Interest Binding Arbitration: Binding arbitration is the impasse resolution process for collective bargaining with Labor and Employers. This process is governed by statute and requires attention to detail and timely follow up with the parties. Duties include creation and execution of numerous letters to the parties. This correspondence is time sensitive, requires extensive record keeping and sequential processing of progressive letters relating to the selection of the binding arbitration panel, scheduling of hearings and possible waivers of timelines. Mediation can also be requested at any time during these procedures, the secretary then processes the mediation request.

Closing Contract Case Files, Processing Contract Awards: All of these areas similarly require attention to detail, the production and processing of multiple types of correspondence, directing parties to complete the necessary forms related to each function, distribute completed materials (Binding Arbitration Awards) to various recipients, adding information to the database and closing the files. The secretary will adhere to a variety of time sensitive schedules for these processes.

SBMA Phone Coverage and Cross Training: Phone coverage is a team activity shared by the SBMA secretarial staff. Due to the limited number of staff, the secretaries are cross trained to be competent in all facets of the SBMA office work, including receipt and processing of grievances and grievance payments, scheduling grievance arbitrations and assigning arbitrators, researching Motions to Vacate, and ordering supplies. These are only some examples of the skills and knowledge required through cross training.

Become familiar with the process of complex binding arbitration procedures to accommodate peak periods. Assist staff as needed to answer questions regarding the process. Prepare excel reports and worksheets for cases, help staff with this process so they can process these cases on their own when necessary. Aid mediators as they move forward with the mediation process; check on all reports, case follow up, mediation sessions and necessary forms to be certain all are updated in a timely manner.

Related duties as required.

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.

About the Department of Labor

The State of Connecticut, Department of Labor (DOL) is committed to protecting and promoting the interests of Connecticut workers. In order to accomplish this ever-changing environment, we assist workers and employers to become competitive in the global economy. We take a comprehensive approach to meeting the needs of workers and employers, and other agencies that serve them. We ensure the supply of high-integrated services that serve the needs of our customers.

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; Performs related duties as required.

FILING: Designs office filing systems; Organizes and maintains files (including confidential files); Maintains, updates and reviews reference materials and manuals; Performs related duties as required.

CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature; Performs related duties as required.

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; Performs related duties as required.

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; Performs related duties as required.

PROCESSING: Screens letters, memos, reports and other materials to determine action required; May make recommendations to the supervisor; Performs related duties as required.

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; Performs related duties as required.

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 equaling one-half (1/2) year of experience to a maximum of two (2) years.

Preferred Qualifications

• Experience working with computers and different applications including Microsoft Office Suite (Outlook, Word, Excel, and Teams) to communicate with staff and the public; and to create, edit, and share electronic documents.
• Experience handling large call and e‑mail volume; triaging and prioritizing communications with public, other staff, and outside parties.
• Experience managing multiple and competing priorities.
• Experience creating, organizing, and accurately maintaining large number of files.
• Experience working cooperatively in a small team environment.
• Experience creating and processing payment vouchers, billing, and travel reimbursements.
• Experience scheduling and managing administrative hearings.
• Experience in labor relations and/or collective bargaining.

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.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all inclusive of every task and/or responsibility.