Secretary 1 (Hybrid) - #240612-6976Cl-001

Introduction

The Department of Developmental Services (DDS) in Hartford, CT, is offering two Secretary 1 positions in the Education Support & Staff Development Division. One role focuses on Training and Resource Development, while the other supports Clinical Services Education.

What We Can Offer You:

• Visit our new State Employee Benefits Overview page!

• 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.

• Professional growth and development opportunities.

• A healthy work/life balance to all employees.

Location: Hartford, Connecticut

Shift: 1st, Monday

• Friday: 8:00 a.m.

• 4:30 p.m., However, you must be flexible to meet the needs of the agency.

About DDS:

The Department of Developmental Services (DDS) in Connecticut is committed to supporting individuals with developmental disabilities and their families. By providing a range of services and supports, DDS aims to promote independence, inclusion, and community integration for all individuals it serves. Join our team and make a difference in the lives of Connecticut residents with developmental disabilities.

Start With Us, Stay With Us, Grow With Us:

If you meet the qualifications listed below and are interested in joining the Department of Developmental Services in Hartford, CT, apply now! Don't miss this opportunity to contribute to training and resource development or clinical services education in a meaningful way. Apply today and take the first step towards making a difference!

Selection Plan

• Please visit our 'Applicant Tips on How to Apply' page or view our tutorial.

• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.

• If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Tommy Wilson, DDS EEO 1 at (860) 418-6148 or Tommy.Wilson@ct.gov.

• 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.

• In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application 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. Applicants must meet the minimum qualifications as indicated to apply for this position.

• Should you have questions pertaining to this recruitment, please contact Liz Pinette at elizabeth.pinette@ct.gov.

• This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.

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

• 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 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.

• Read through this helpful link to prepare for your interview.

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 in Microsoft Office (including but not limited to Word, PowerPoint, Teams, SharePoint, Excel, Outlook, Forms).

• Experience with data entering and reporting.

• Experience in Excel organizing data into graphs, pivot tables and/or charts.

• Experience creating forms and surveys through MS Forms.

• Experience fielding calls to employees in decentralized locations.

• Experience with Scheduling Calendars (i.e. ESSD on-going and on-boarding training calendars).

• Experience with Outlook calendar management (organizing and scheduling meetings, as well as, sending meeting invitations, and replying to emails in a shared mailbox.

• Experience working with SABA or other LMS for training.

• Experience organizing departmental events (meetings, gatherings, trainings, special events, etc.).

• Experience using resources and critical thinking.

• Experience managing inventory and ordering supplies.

• Experience in preparing and collating reports.

• Experience in preparing an agenda and taking meeting minutes.

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.