What are the responsibilities and job description for the Secretary 2 position at State of Connecticut - Department of...?
Do you have experience above the routine clerk level in office support or secretarial work?
If so, join our team!
The State of Connecticut, Department of Transportation (DOT) is currently hiring for a Secretary 2 within the Division of Technology Services – Office of the Commissioner.
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
- Join an award winning agency! CTDOT was recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE)!
POSITION HIGHLIGHTS:
- Monday - Friday
- Full Time, 40 hours per week
- Location: Newington
- This position is eligible to apply for up to 80% telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. The Policy can be found here. Employees in their initial working test period must work on-site in the office.
THE ROLE
The Secretary 2 will work in service of the Information Technology (IT) Management staff within the Division of Technology Services at the Office of the Commissioner. The successful incumbent will perform the following tasks:
- Tracking and preparing reports of payments to vendors and update Operation and Capital budget spreadsheet.
- Responding to requests received from agency Bureaus, members of the community, legislatures, and the Governor’s Office.
- Aiding and providing direction to callers on behalf of the Commissioner’s office and DTS’s office.
- Preparing PowerPoint presentations for project meetings.
- Creating contacts and posting events on the State Agency Public Meeting Calendar to be published to the public for review.
- Providing daily reports to management regarding employee attendance.
- Analyzing and reporting Family and Medical Leave Act (FMLA) used by staff, ensuring reported time is accurate and within the approved parameters for each FMLA claim.
- Working with management in the development of the Agency IT Operation budget and the IT Equipment budget.
- Contacting vendors to obtain quotes for software and hardware and coordinating payment of invoices.
- Working with Finance and Accounts Payable to ensure invoices are received and paid in a timely manner.
- Serving as the agency contact for billing matters.
- Coordinating procurement and finance support to ensure the issuance of purchase orders for IT items.
- Maintaining all paperwork related to IT purchases (purchase orders, packing slips, quotes, receipts, etc.)
- Organizing, maintaining, and analyzing yearly software renewal for IT and Engineering and Construction.
- Working with Bureaus across the Agency to procure products and services required to achieve optimal daily operations.
- Processing updates to the DOT and State phone directories.
- Preparing and presenting monthly Purchase Card (P-Card) statements.
- Maintaining IT Organization Chart utilizing Visio and ensure updated chart is provided to HR and Chief of Staff.
Watch the video below to see what it's like to be a State of CT employee!
Selection Plan
- This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
- 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.
To Apply:
- 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.
- 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 Talent Acquisition Professional listed on this job posting.
- 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 read or watch our Applicant Tips on How to Apply.
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.
- Read through this helpful link to prepare for your interview.
- The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
- 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 Anamaria Giangarra at Anamaria.giangarra@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 coordinating conference call using Teams, Zoom and managing multiple outlook calendars.
- Extensive experience with Microsoft O365 tools; Excel, Word, Power Point, Forms.
- Experience with the procurement process. Preferably IT procurements (hardware and software).
- Experience maintaining electronic filing systems. Preferably using Microsoft SharePoint.
- Experience tracking assets maintenance renewals. Preferably IT assets (Hardware and software).
