Secretary 2

Job title: Secretary 2 in East Hartford, CT at State of Connecticut
Company: State of Connecticut
Job description: IntroductionAre you a current DDS employee seeking your next secretarial opportunity? If this sounds like you, we encourage you to check out this exciting opportunity!The , Department of Developmental Services ( ) - North Region is currently recruiting for a position. This position will be located on-site at the Regional Director's Office in East Hartford.POSITION HIGHLIGHTS

• LOCATION: East Hartford, CT
• SHIFT: First (full time)
• SCHEDULE: Monday through Friday from 8:00am - 4:30pm, (Regular Days off: Saturday, Sunday) however, must be flexible to meet the needs of the agency.
• NOTE: This position is open to current DDS employees only. Please see selection plan for additional details.

WHAT YOU'LL BE DOING

• Provide oversight and secretarial functioning for the Quality Assurance Division and service as the Planning Resource and Allocation Team (PRAT) Secretary/Liaison for the North Region.
• Provide oversight of scheduling meetings, reports, transcriptions, writing meeting minutes, filing systems and memorandums.
• Use Microsoft Outlook, Word, PowerPoint, Excel formats to send correspondences, type reports and compile information, create documents with links and images imbedded.

WHAT WE CAN OFFER YOU- As a current agency employee you will receive the same excellent benefits you are accustom to.

• Visit our new

page! * Work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers.

• Professional growth and development opportunities.
• A healthy

to all employees.OUR MISSIONThe mission of DDS 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.START WITH US. STAY WITH US. GROW WITH US.Selection PlanIMPORTANT: 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

! Need more resources? Visit our for additional support throughout the recruitment process. * 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 (860) 418-6148 or
.BEFORE YOU APPLY:

• 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 by the closing date listed on the job posting.
• Resume Policy: Per

, 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

. * 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.

AFTER YOU APPLY:

• Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire's expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).
• Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful

to make the best impression! * Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.

• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
• Note: 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, available at

.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 Pam Rochette at .Join the State of Connecticut and take your next career step with confidence!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 DUTIESPerforms 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;
• 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 EXPERIENCEThree (3) years of experience above the routine clerk level in office support or secretarial work.MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCEOne (1) year of the General Experience must have been as a Secretary 1 or its equivalent.MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWEDCollege 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

• Clerical experience in a setting that provides services for individuals with Developmental and Intellectual Disabilities;
• Experience interacting and composing complex correspondence for internal and external purposes, including various state and private agencies;
• Experience utilizing DDS procedures and terminology;
• Experience with the DDS Planning Resource and Allocation Team (PRAT) and Utilization Resource Review (URR) process;
• Experience working within Health Insurance Portability and Accountability Act (HIPAA) Laws and Confidentiality;
• Experience accurately proof-reading complex documentation;
• Experience with administrative functions, including data entry;
• Experience with Microsoft Office, including; Word, Excel, Access, Outlook, PowerPoint, and Teams.

ConclusionAN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYERThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.
Expected salary: $55248 - 72247 per year
Location: East Hartford, CT
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