Secretary 2 (Confidential) - #240531-7539Ca-001

Introduction

State of Connecticut, Office of the State Comptroller (OSC) is currently seeking collaborative and detail-oriented individuals who are eager to contribute their expertise within the Human Resources Unit as a Secretary 2 (Confidential). Join our team and embark on a rewarding career that offers growth, superlative benefits, and a culture that encourages work/life balance.

WHAT WE CAN OFFER YOU

• Work for a Forbes top company - 'Forbes': State of Connecticut Ranked One of the Best Employers of 2023

• Comprehensive health and dental insurance, providing you with peace of mind and access to quality healthcare

• Robust pension plan and supplemental retirement offerings to secure your financial future

• Generous paid time off, including vacation days, sick leave, personal days, and 13 holidays per calendar year

• We are an eligible Public Service Loan Forgiveness employer, which means you may be eligible to have qualifying student loans forgiven after 10 years of service.

• A culture that recognizes the importance of work/life balance and offers alternate work schedules and telecommuting options

• Opportunities to invest in your professional growth and development with training programs, tuition reimbursement, and opportunities for advancement within the State of Connecticut

• Connecticut is a strong community with a lot to offer in entertainment, food and shopping, recreation in our beautiful state parks and forests, diverse culture, and rich history. Learn more about all Connecticut has to offer.

POSITION HIGHLIGHTS

• Full-Time, 40 hours per week

• Monday through Friday

• Location: 165 Capitol Avenue, Hartford, CT 06106

• Hybrid (office/telework) may be available

THIS JOB IS FOR YOU IF

• You're able to work collaboratively with others, especially those with differing viewpoints, and you enjoy bringing people together.

• You have a strong attention to detail, work quickly under pressure, and value the quality of your work.

• You are interested in supporting the Human Resources function, including awareness and willingness to learn policies and procedures to support the agency's HR Unit;

• You want to do work that matters and want to build a better Connecticut with the Office of the State Comptroller, promoting economic growth, advocating for fiscal control, and championing policies that lower costs.

DISCOVER THE OPPORTUNITY TO

• Provide administrative support to the HR Unit;

• Greet and direct visitors to the HR Unit;

• Support the Human Resources Director and members of the HR Unit;

• Answer calls, forward calls, and accurately respond to inquiries from staff and the public;

• Schedule meetings, interviews, and trainings;

• Maintain employee files, records, various rosters, and spreadsheets;

• Scan and copy documents;

• Draft letters and emails to internal and external parties;

• Compile information for review and prepare reports, spreadsheets, and tables;

• Prepare documentation for HR approval related to Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ACA), and Workers' Compensation (WC);

• Prepare correspondence for outgoing mail and open and distribute mail, faxes, and emails;

• Order office suppose and manage payments to vendors.

ABOUT US

The Office of the State Comptroller (OSC) is an agency whose mission is to provide accounting and financial services, administer employee and retiree benefits, develop accounting policy and exercise accounting oversight, and prepare financial reports for the state, federal and municipal governments, and the public.

We are located in the State Office Building at 165 Capitol Avenue, Hartford, CT. This state-of-the-art building offers free garage parking, an on-site cafeteria, and ergonomic workspaces.

Selection Plan

For assistance in applying, please visit our 'Applicant Tips on How to Apply' page

APPLYING FOR THE POSITION

• For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e. Executive, Judicial or Legislative) to the other.

• In order to be considered for this job opening, you must meet the Minimum Qualifications listed in the job opening. The minimum experience and training requirements must be met by the close date of the job opening, unless otherwise specified. You must specify your qualifications on your application.

• Ensure that your application is complete before submitting it. To comply with Public Act 21-69, the State of Connecticut no longer requests resumes during the initial application process. Once your application is submitted into the JobAps system, you cannot make revisions.

• In order to receive educational credits toward qualification for this job posting, the institution must be accredited. For institutions located outside of the U.S., you must provide documentation from a recognized USA accrediting service specializing in determining foreign education equivalencies to the recruiter listed on this job posting.

• All application materials must be received by the recruiting agency by the specified deadline. Late applications will not be considered. Candidates may request a rare and documented exception for events that incapacitate them during the entire duration of the job posting period by providing a legally recognized justification to accommodate such an exception. Requests may be made to DAS.SHRM@ct.gov.

WHAT TO EXPECT AFTER APPLYING

• Applicants will receive correspondence via email and are also encouraged to monitor their Personal Status Board daily for status updates, notices, and tasks required in the recruitment process.

• Some postings may require additional referral questions (RQs). You will receive an email with these questions after the posting's closing date. Check your email and Personal Status Board for notifications, including your spam or junk folders.

• You may be required to submit additional documentation supporting your qualifications at any point during the recruitment process. The documentation may include a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, or licensure, at the discretion of the hiring agency.

• Candidates who have been selected for employment with the Office of the State Comptroller are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks, subject to the provisions of Section 31-51i and conducted in accordance with Section 29-17a of the Connecticut General Statutes. Selection for employment is contingent upon satisfactory completion of the background investigation.

• The immediate vacancy is listed above, but your application may be considered 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.

• Candidates offered 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.

CONNECT WITH US

• Due to the high volume of applications, we cannot confirm receipt or status during the recruitment process. Updates will be available through your JobAps portal account.

• If you have any questions about this recruitment, please contact Sara Garrett at osc.hr@ct.gov or 860-702-3572.

• Follow the State of Connecticut on LinkedIn to stay updated on our career opportunities and news.

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

Incumbents perform a variety of secretarial duties as illustrated in the following areas:

TYPING:

• Using a personal computer or 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;

• Performs related duties as required.

FILING:

• Designs office filing systems;

• Organizes and maintains files (including confidential files);

• Maintains, updates and reviews reference materials and manuals;

• Performs related duties as required.

CORRESPONDENCE:

• Composes complex letters and/or memoranda, etc. (e.g. explaining department practices/policies) for own or supervisor's signature;

• Performs related duties as required.

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;

• Performs related duties as required.

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;

• Performs related duties as required.

6.PROCESSING:

• Screens letters, memos, reports and other materials to determine action required;

• May make recommendations to the supervisor;

• Performs related duties as required.

7.PERSONAL 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 using shorthand, speedwriting or machine transcription;

• Prepares expense accounts;

• Makes travel arrangements;

• Performs related duties as required.

8.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;

• Interpersonal skills;

• Ability to

• schedule and prioritize office workflow;

• operate office equipment which includes personal computers 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 explaining and applying Human Resources policies and topics, including Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ACA), and Workers' Compensation (WC).

• Experience providing secretarial support to an executive, manager, and/or unit, including maintaining priorities and tasks in a deadline-driven environment.

• Experience communicating to a diverse population, explaining client solutions, and de-escalating situations to staff at all levels of an organization, including verbal and written communication.

• Experience drafting and proofreading correspondence with proper grammar, punctuation, and spelling.

• Experience handling confidential and sensitive information with discretion, confidentiality, and a high level of professionalism.

• Experience entering and tracking transactions in Core-CT and running standard HR and EPM reports.

• Experience with Microsoft Office Suite software to carry out the general administration of work.

Conclusion

INCOMPLETE APPLICATION PACKAGES AND THOSE RECEIVED AFTER THE CLOSING DATE INDICATED ABOVE WILL NOT BE CONSIDERED.

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, veterans, and persons with disabilities. If you require accommodations under the provisions of the Americans with Disabilities Act (ADA), please contact Sara Garrett at osc.hr@ct.gov or 860-702-3572.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all inclusive of every task and/or responsibility.