What are the responsibilities and job description for the Secretary 2 position at State of Connecticut - Department of Correction?
Looking to join our team and be a part of an organization that is making a difference in the lives of individuals in our custody and in the community? If yes, the State of Connecticut, Department of Correction (DOC) is seeking a highly motivated Secretary 2 to provide support to the Health Services Unit at York Correctional Institution in East Lyme, Connecticut. Apply today!
What we can offer you
At the Connecticut Department of Correction (DOC), we offer an exceptional opportunity for administrative professionals who are looking to foster their careers in Connecticut. By joining our team at the York Correctional Institution in East Lyme, you will have the chance to work in a world-class organization that values your expertise and dedication. Apply today and take the next step in your career!
As a part of our team, you can expect the following:
- Explore our new State Employee Benefits Overview page to get an understanding of the various benefits we provide to our employees.
- 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! This recognition highlights our commitment to providing a supportive and rewarding work environment.
- Professional growth and development opportunities to enhance your skills and advance your career. We believe in investing in our employees' success.
- A healthy work/life balance is a priority for us. We are committed to fostering an environment that supports the personal and professional growth of all employees.
Position highlights
As a Secretary 2 in the Health Services Unit at York Correctional Institution, you will have the opportunity to:
- Perform a full range of administrative and secretarial duties in order to optimize workflow procedures;
- Assist colleagues by supporting them with a variety of administrative tasks and will be an integral part of our team;
- Other duties as assigned.
This position is full time on first shift, Monday through Friday, from 8:00 AM until 4:30 PM.
For more details about this role, please refer to the class specification.
About us
The Connecticut Department of Correction has been proudly serving and protecting the citizens of the State of Connecticut since 1968. We operate 14 correctional facilities and are widely recognized as a national model for safety, security, and order. Our mission is to not only ensure the safety and security of our facilities but also to provide programming, education, and treatment that empower willing inmates to improve themselves and successfully reintegrate into society.
At the Department of Correction, our dedicated correctional professionals embody our values of Professionalism, Respect, Integrity, Dignity, and Excellence (PRIDE) every day. We foster an inclusive and collaborative work environment that values and respects everyone's contributions.
The York Correctional Institution is a high-security facility. It serves as the state's only institution for female offenders. It serves all superior courts in Connecticut and manages all pretrial and sentenced female offenders, whatever their security level.
Selection Plan
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.
- Applicants should ensure that they meet the minimum experience and qualifications by the closing date of this job opening, unless otherwise specified.
- Please make sure that your application is thorough and includes all necessary information before submitting it. To adhere to Public Act 21-69, the State of Connecticut has made changes to the initial application process, and resumes are no longer required. Please note that revisions cannot be made once your application has been submitted into the JobAps system.
- 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.
Important information after you apply
- This job posting may require you to answer additional referral questions (RQs). You will receive an email with the RQs after the posting's closing date or you can find them on your JobAps Personal Status Board (Certification Questionnaires section). Please make sure to submit your responses by the expiration date of the questionnaire. It is important to regularly check your email and JobAps Personal Status Board for notifications. Please also check your SPAM and/or Junk folders regularly in case auto-notification emails are filtered there.
- While applicants will primarily receive correspondence through email, we also encourage them to regularly check their Personal Status Board for updates on their application status, important notices, and any tasks they need to complete during 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.
- The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
- For current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit.
For technical questions regarding the filling of your application, please contact Benjamin Beaudry at Benjamin.Beaudry@ct.gov.
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
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 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 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 equalling one-half (1/2) year of experience to a maximum of two (2) years.
PREFERRED QUALIFICATIONS
- Experience working in a hospital, urgent care center, clinic, or medical office;
- Experience maintaining health records in accordance with HIPAA and other confidential documents.
- Experience with MS Word, creating letters, agendas, memos, and other business communications;
- Experience with MS Excel, creating spreadsheets, utilizing formulas, functions, and filters;
- Experience with MS Teams, scheduling and participating in meetings;
- Experience in completing work while under the restraints of a deadline
- Experience supporting multiple people, units and varying leadership roles;
- Experience accurately inputting and managing data and using databases to generate reports;
- Experience maintaining paper and digital files, including organizing, tracking, and storing files;
- Experience proofreading documents for grammatical errors;
- Experience working in a confidential environment;
- Experience with Kronos or another time and attendance software product;
- Experience with high volume data entry.
