Secretary 2 (Office/On-site)

CT; Norwich (CT); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Benefits overview

Loan forgiveness eligibility

Job summary

The Secretary 2 position with Connecticut Developmental Services in Norwich is a full-time on-site role supporting the Individuals, Families, and Self-Determination Division. You will manage databases, prepare minutes, coordinate meetings, and handle correspondence and expense reports.

Candidates should have at least 3 years of clerical/secretarial experience, strong Microsoft Office skills (Outlook, Teams, Word, Excel), and the ability to organize files and assist with budget and purchasing

Qualifications

• Three (3) years of experience above routine clerk level in office support or secretarial work.
• One (1) year of General Experience as a Secretary 1 or equivalent.
• College training in secretarial sciences may substitute for General Experience.

Responsibilities

• Typing and formatting correspondence, reports, and bills from rough drafts.
• Proofreading and editing for grammar, punctuation, and spelling.
• Designing and maintaining filing systems, confidential files, and reference materials.
• Composing complex letters and memoranda for supervisor's signature.
• Compiling information for narrative or statistical reports.
• Greets visitors, screens calls, and provides policy guidance.
• Arrange and coordinate meetings, research materials, and take meeting minutes.
• Prepare expense accounts and make travel arrangements.
• Maintain office budgets, time/attendance records, and purchasing paperwork.

Skills

Office workflow

Interpersonal skills

Oral and written communication

Prioritization

Education

Secretarial training/College training

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Teams

Access

Job description

Introduction

Are you a current State of Connecticut employee/clerical professional looking to continue your career with the State of Connecticut? If so, we invite you to consider the Secretary 2 position with Connecticut Developmental Services!

The State of Connecticut, Developmental Services (DDS) – South Region is currently recruiting for a Secretary 2 position within the Individuals, Families, and Self-Determination Division. This position will be located on-site at the DDS Office located in Norwich.

Position Highlights: PCN 16658

Full-time, 80-hours/biweekly
1st shift
Monday – Friday
8:00 am – 4:30 pm
However, must be flexible to meet the needs of the agency.

A hybrid schedule may be requested following successful completion of the incumbent’s Working Test Period.
Incumbents in this class may be required to travel.
Incumbents in this class may be required to possess and obtain a valid Motor Vehicle Driver’s License in good standing.

In your role as a Secretary 2, you will have the opportunity to:

• Experience and proficiency in developing and maintaining databases, spreadsheets, etc. In addition to proficient skills with Microsoft outlook and TEAMS
• Arrange and coordinate meetings (including space and equipment)
• Research, assemble and coordinate meeting materials (e.g., charts, graphs, reports)
• Write minutes for meetings, lectures, conferences, etc. from rough draft;
• Take notes and/or meeting minutes
• Prepare expense accounts
• Make travel arrangements
• Maintain an inventory of supplies and equipment
• Order supplies when necessary
• Perform 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.

DDS Mission Statement:
The mission of the Department of Developmental Servicers is to partner with the individuals we support and their families, to support lifelong planning and to join with others to create and promote meaningful opportunities for individuals to fully participate as valued members of their communities.

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state 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.

If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Edward Magnano, EEO Manager at [phone] or [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;
• 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 equaling one-half (1/2) year of experience to a maximum of two (2) years.

Preferred Qualifications

• Experience interacting with and composing correspondence for internal and external purposes.
• Experience interacting and corresponding with various state, local and private agencies; including but not limited to CT Department of Education, CT Department of Aging and Disability Services, Probate Court Administration, CT Dept of Children and Families, etc.
• Experience working with Health Insurance Portability and Accountability Act (HIPPA) laws and Confidentiality
• Experience accurately proof-reading complex documentation
• Experience with administrative functions including data collection, scheduling, tracking, and ordering supplies
• Experience with Microsoft Office, including; Word, Excel, Access, Outlook, PowerPoint and Teams
• Clerical experience in a setting that provides services for individuals and families with developmental disabilities and underserved populations

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.