What are the responsibilities and job description for the Secretary 1 (Hybrid) position at State of Connecticut - Department of Aging and...?
The State of Connecticut, Department of Aging and Disability Services (ADS) is seeking a qualified individual to join our team as a Secretary 1. This position will work with and support our Workers Rehabilitation Program in Hartford, providing support to a supervisor in the Charman's Office, and 4 rehabilitation coordinators who have offices in each of the eight Worker's Compensation District locations. Find out more information on this great opportunity below!
POSITION HIGHLIGHTS:
- Work Schedule: Monday - Friday
- Work Hours: Full-time, 40 hours per week
- Work Shift: First shift, 8:00 a.m. to 4:30 p.m.
- Location: 21 Oak Street, Hartford, CT
WHAT WE CAN OFFER YOU:
- Visit our new State Employee Benefits Overview 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 work/life balance to all employees.
WHAT YOU'LL BE DOING:
- Working independently, under minimal supervision, with at least 80% of work communications being via telephone, email or Teams
- Making independent decisions regarding the prioritization and completion of work tasks
- Planning, organizing and coordinating the full range of office support activities
MORE ABOUT THE AGENCY AND FACILITIES:
The Mission of the Department of Aging and Disability Services is to maximize opportunities for the independence and well-being of people with disabilities and older adults in Connecticut. Our programs, policies and practices are designed to:
- Deliver aging and disability services responsive to the needs of Connecticut citizens
- Provide leadership on aging and disability issues statewide
- Provide and coordinate aging and disability programs and services in the areas of employment, education, independent living, accessibility and advocacy
- Advocate for the rights of Connecticut residents with disabilities and older adults
- Serve as a resource on aging and disability issues at the state level
Workers’ Rehabilitation Services (WRS) provides vocational/return to work services to Connecticut workers who are injured at work and have a Worker’s Compensation Claim. We are dedicated to assisting the eligible injured worker in returning to gainful employment by providing quality Vocational Rehabilitation services.
WRS is governed by Chapter 568 of the Connecticut General Statutes, also known as the Workers’ Compensation Act. Most workers in the State of Connecticut are protected by Workers’ Compensation insurance. In addition to a provision covering the loss of earnings and medical care, the Workers’ Compensation Act provides for Vocational Rehabilitation.
The main goal of Workers' Rehabilitation Services is to help the injured worker return to work in a position that is now physically appropriate. Prompt and well-planned vocational rehabilitation may help prevent future injuries.
Selection Plan
FOR ASSISTANCE IN APPLYING:
Please read or watch our Applicant Tips on How to Apply!
To Apply:
- 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.
- In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
- In order to receive educational credits toward qualification for this job posting, 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 recruiter listed on this job posting.
- You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
- In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
- 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.
- This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
Important Next Step Information for After You Apply:
- Although applicants will receive correspondence via email and/or phone, 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.
- 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 question'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.
- 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, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
- The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
- Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. Read through this helpful link to prepare for your interview.
- 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.
- 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.
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. If you have any questions pertaining to this recruitment please contact Joseph K. Fried at Joseph.Fried@ct.gov, 860-924-7053.
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, Outlook, and Teams, including experience scheduling and participating in virtual meetings.
- Experience communicating with clients, customers, outside vendors, or internal partners.
- Experience with an electronic case management system for data entry and tracking, including generating reports.
- Experience working with a virtual team.
