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Secretary 2 (Hybrid)

State of Connecticut - Department of Developmental Services -
Waterbury, CT

Job Details

Full-time
$56,630 - $74,054 a year

Benefits

Professional development assistance
Loan forgiveness

Qualifications

Customer communication
Task prioritization
Clerical experience

Full Job Description

Are you a clerical professional looking to start your career with the State of Connecticut? If so, we invite you to consider the Secretary 2 position with Connecticut Developmental Services!

The State of Connecticut, Developmental Services (DDS) – West Region – is accepting applications for one (1) full-time Secretary 2 position to support Private Administration Community Companion Homes (CCH) in Waterbury, CT.

Join a dedicated team committed to supporting the important work of the CCH through strong organization, collaboration, and exceptional administrative support. As a Secretary 2, you will play a vital role in ensuring the efficient day-to-day operations of the office while providing high-level secretarial and administrative assistance to staff, leadership, and program operations. This position offers the opportunity to contribute to meaningful public service work in a professional and fast-paced environment where your attention to detail, communication skills, and ability to manage multiple priorities will make a direct impact. If you are organized, resourceful, and enjoy supporting a mission-driven team, we encourage you to apply today!

Position Highlights: PCN 17603

Full-time | 1st Shift | 40 Hours weekly
Monday – Friday | 8:00 am – 4:30 pm
Regular Days Off | Saturday, Sunday
However, flexibility is required in order to meet the operational needs of the Department/Agency.

What we can offer you:

View our State Employee Benefits Overview page!
Professional growth and paid professional development opportunities.
A healthy work-life balance to all employees!
The State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.

DDS Mission Statement:

The mission of the Department of Developmental Servicers is to partner with the individuals we support and their families, to support lifelong planning and to join with others to create and promote meaningful opportunities for individuals to fully participate as valued members of their communities.

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 [email protected].
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:

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 Rocky Young at [email protected]

If you require an accommodation to participate fully and fairly under the provisions of the Americans with Disabilities Act (ADA), please contact Edward Magnano, EEO Manager at (860) 418 – 6148 or [email protected]

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

Administrative experience in a setting that provides services for individuals with Developmental and Intellectual Disabilities;
Experience interacting and corresponding with various state and private agencies via verbal and written communications;
Experience with telephone and reception etiquette; strong attention to detail, accuracy, and proofreading;
Experience using a variety of Microsoft Office programs, including but not limited to: Outlook; Excel, Word, PowerPoint, SharePoint and OneDrive
Experience with database systems;
Experience with customer service, and office management;
Experience taking initiative and demonstrating problem-solving;
Experience preparing announcements, agendas, minutes, creating forms, managing data, developing spreadsheets, and creating recruitment material;
Experience with building and maintaining strong interpersonal relationships, demonstrating the ability to collaborate effectively with a wide variety of stakeholders, including external business partners and agencies.

Selection Plan

PURPOSE OF JOB CLASS (NATURE OF WORK)

EXAMPLES OF DUTIES

KNOWLEDGE, SKILL AND ABILITY

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

PREFERRED QUALIFICATIONS

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