Secretary 1

Introduction

Are you a clerical professional currently working for the State of Connecticut? If so, we invite you to consider the Secretary 1 position with Connecticut Developmental Services!

The State of Connecticut, Developmental Services (DDS) – North Region – is accepting applications for one (1) full-time Secretary 1 position located on-site at the IFS/SD, CM Grants Respite in Newington, CT.

This position reports to the Director in the IFS/SD Division. Functions as support to Director/Regional Eligibility Liaison, IFS Case Management and IFS Resource Team, including the Regional Helpline, Camp Quinebaug, Respite Centers and Enhanced Family Support.

Position Highlights: PCN 19648

Full-time | 1st Shift | 80 Hours bi-weekly

Monday – Friday | 8:00 am – 4:30 pm

However, must be flexible to meet the needs of the agency.

Travel between regional offices when needed.

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.

In your role as a Secretary 1, you will have the opportunity to:

Function as the Newington IFS Vehicle Pool Coordinator; tracking vehicle use, scheduling maintenance, logging monthly mileage reports.

Work in collaboration with other administrative, clerical and secretarial support at the Hartford Regional Center in Newington; and other regional offices; assisting with access to the building, receipt of deliveries, ordering supplies, ensuring equipment is in working order and that necessary supplies are in place.

Create form letter mail merges as well as various correspondence mailings.

Implementing record retention practices and procedures for inactive and deceased records.

Write notes and/or minutes during meetings and distributes accordingly.

Assist with Camp Quinebaug, Respite Centers and Family Support Staff– Duties may include monitoring the associated mailboxes, developing organizational/tracking tools, forms and maintaining associated program documents.

Data entry into the ECAMRIS system, and Microsoft Access database

Creating records for newly eligible individuals

Communicate with individuals with intellectual disability and their families

Performs related duties as required.

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

In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening.

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 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

Clerical experience in a setting that provides services for individuals with Developmental and Intellectual Disabilities.

Experience interacting and composing correspondence for internal and external purposes, including various state and private agencies.

Experience working within HIPAA Laws and Confidentiality.

Experience accurately proof-reading complex documentation.

Experience with data collection and data entry.

Experience working in a high-volume office; working independently as well as prioritizing workflow.

Experience communicating both written and oral with a diverse population.

Experience with Microsoft Office, including; Word, Excel, Access, Outlook, PowerPoint, and MS Teams.

Experience with ECAMRIS system.

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.