Secretary 1

Introduction

The State of Connecticut, Department of Transportation (DOT) has a Secretary 1 job opportunity available to state employees in the Bureau of Engineering and Construction in District 4 located in Thomaston.

Continue to Enjoy:

• Visit our newState Employee Benefits Overview page! 
• A healthy work-life balance to all employees
• Professional growth and development opportunities
• The opportunity to work for a Forbes top company - ‘Forbes’: State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule

Position Details:

• Full-time, 40 hours/week
• Monday-Friday
• Hybrid work opportunity (In office/remote)
• NP-3 (Administrative Clerical) bargaining unit

Position Responsibilities:

The Secretary 1 position will provide excellent customer service to the staff and management of the Construction unit. The Secretary 1 will be responsible for:

• Preparing correspondence and technical reports 
• Copying, scanning and filing documents and reports 
• Aid and assist with maintaining electronic project files utilizing document control systems
• Proof reading draft documents prepared by engineers and construction staff
• Maintaining and ordering office supplies
• Maintaining inventory of equipment
• Tracking and scheduling training 
• Mail handling
• Answering telephone calls and supplying information requested, resolving problems or redirecting inquiries setting up meetings
• Serving as back-up to other clerical staff and other related duties as required

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.
To Apply:

• In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application.
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
• Please 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.
• All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.

FOR ASSISTANCE IN APPLYING:

• Please visit our "Applicant Tips on How to Apply" page.

Important Information After You Apply:

• This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the questionnaire's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
• Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
• Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
• Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
• This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
• Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.

Connect With Us:
Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. Should you have any questions pertaining to this recruitment, please contact Hayley Newhouse, at Hayley.Newhouse@ct.gov.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for performing a full range of secretarial support functions.

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 routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
• 
  REPORT WRITING:
  
  • Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
• 
  INTERPERSONAL:
  
  • Greets and directs visitors;
  • Answers phones and takes messages;
  • Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit).
• 
  PROCESSING:
  
  • Scans correspondence;
  • Pulls and attaches related materials;
  • Reviews, routes and prioritizes mail.
• 
  SECRETARY:
  
  • Arranges and coordinates meetings (including space and equipment);
  • 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;

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;
  • 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

Two (2) years of experience above the routine clerk level in office support or secretarial work.

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 one (1) year.

PREFERRED QUALIFICATIONS

• Experience with Microsoft Word, Excel, Teams, SharePoint, and Outlook for efficiency
• Experience with editing and composing correspondence using knowledge of terminology, proper grammar, punctuation, and spelling, reviewing for accuracy and completeness
• Experience organizing, prioritizing, and managing more than one task, producing accurate results, and meeting deadlines
• Experience communicating with internal and external stakeholders, answering phones, responding to complaints or requests for information across organizational divisions
• Experience working with office systems and procedures, including electronic and paper filing
• Experience arranging and coordinating meetings (including space and equipment, in-person and virtual), taking meeting notes, and writing meeting minutes

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.