Secretary 2

Introduction

Our Mission: The State of Connecticut, Department of Correction shall strive to be a global leader in progressive correctional practices and partnered re-entry initiatives to support responsive evidence-based practices aligned to law-abiding and accountable behaviors. Safety and security shall be a priority component of this responsibility as it pertains to staff, victims, citizens and offenders. The�Connecticut Department of Correction�(DOC) is recruiting clerical professionals to provide support to correctional administrators as a Secretary 2 at Robinson Correctional Institution in Enfield. WHAT WE CAN OFFER YOU Visit our�State Employee Benefits Overview�page to learn about our medical and dental insurance plans, sick/vacation/personal leave accruals, state holidays, tuition reimbursement and more! A healthy work/life balance to all�employees. Our state has a lot to offer - from fun activities for all ages, to great food and shopping, to�beautiful state parks and forests, to our diverse cultures and rich history. Connecticut is a great place to live! Learn more about Connecticut�here.� POSITION DETAILS This position is full-time, following a first shift schedule, on-site, 40 hours per week, scheduled Monday-Friday between 7:30am and 4:00pm. This position can support Administrators such as Deputy Wardens and/or Counselor Supervisors. As a Secretary 2, you can be responsible for total office operation to include the screening of phone calls, relaying information regarding agency policies and procedures, preparing reports and financial data, and conducting research and data entry. ABOUT US The Carl Robinson Correctional Institution is a medium-security facility that provides a great emphasis on programming and education for it 's incarcerated population, including intensive in-patient substance abuse treatment and a full menu of educational and vocational programming including culinary arts, machine tooling, small engine repair and community college courses. The Connecticut DOC operates 13 correctional facilities. It has its headquarters in Wethersfield. The DOC protects public safety by ensuring offenders serve their sentences of imprisonment in facilities that are safe, humane, and provide re-entry programming. The State of Connecticut, Department of Correction, is a unified system; all sentenced and unsentenced offenders are supervised by the DOC. The Department also provides supervision for offenders on parole, community release, and other discretionary release programs. For an inside look at how State of Connecticut employees Make an ImpaCT, watch the video below! \t\t\t\t\t\t�

Selection Plan

FOR ASSISTANCE IN APPLYING:� Check out our�Applicant Tips on How to Apply! Need more resources? Visit our�Applicant Reference Library�for additional support throughout the recruitment process.� 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. Resume Policy:�Per�Public Act 21-69, 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�DAS.SHRM@ct.gov.� 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:� Some email providers may experience delays or issues delivering messages. To avoid missing important updates - such as referral questionnaires or interview scheduling links - please check your�Personal Status Board�regularly. For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board as select 'Update My Contact Information.' 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�Interview Preparation Guide�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�www.ct.gov/ethics. 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 Jake Ferrari at�jake.ferrari@ct.gov. 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 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 in office administration, orchestrating daily, weekly, and monthly activities; Experience working in a confidential environment; Experience managing calendars, schedules, contacts, and reminders via Microsoft Outlook; Experience designing and/or creating fillable forms and templates via PDF and/or Microsoft Word; Experience in business communication, proofreading, formatting, and editing letters and reports; Experience extracting data from various sources, compiling information, and producing reports via Microsoft Excel; Experience communicating via Instant Message or Video Chat utilizing Microsoft Teams; Experience working independently and completing multiple tasks within deadlines; Experience responding quickly to changes in strategy, expectations, and or responsibilities; Experience screening a multi-line phone system, directing calls, and taking messages accurately with professional office etiquette.

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.

Salary : $55,248 - $72,247