Secretary 1 (Hybrid)
Full Time
Hartford, CT
Posted
Job description
Do you possess administrative support or secretarial work skills?
Looking to get into State Service?
If so, t
he State of Connecticut,
Department of Public Health
is hiring!
The State of Connecticut, Department of Public Health (DPH) is seeking a qualified individual to join our team as a Secretary 1. This position is a vital member of our staff and will support our Environmental Health Section (EHS). This position will provide administrative support to public health and safety programs within the Environmental Health Section, including for all aspects of the Environmental and Occupational Health Assessment program and the Asbestos and Environmental Engineering Programs. See below for additional information on this great opportunity!
POSITION HIGHLIGHTS:
- Locations: 410 Capitol Avenue, Hartford
- Work Schedule: Monday - Friday
- Work Shift: Full-time, First Shift
- Work Hours: 8:00am to 4:30pm, 40 hours per week
WHAT WE CAN OFFER YOU:
State of Connecticut employees participate in a competitive comprehensive benefits plan that includes:
- Industry leading health benefits with medical and dental coverage
- Generous paid time off, include 13 paid holidays per calendar year
- Extensive pension plan and supplemental retirement offerings
- Retirement healthcare offerings
- Professional growth and development opportunities
- A healthy work/life balance!
WHAT YOU'LL BE DOING:
- Arranging and coordinating meetings
- Making travel arrangements and coordinating travel reimbursements
- Composing and editing grant-related correspondence, reports, newsletters, and other materials
- Maintaining an inventory of supplies and equipment and order supplies when necessary
- Completing, processing, and maintaining paperwork for purchasing
- Organizing and maintaining files for grant-related materials
- Screening and processing checks and correspondence, memos, reports, and other materials to determine actions required
MORE ABOUT THE AGENCY AND FACILITIES:
The Mission of the Department of Public Health (DPH) is to protect and improve the health and safety of the people of Connecticut by:
- Assuring the conditions in which people can be healthy
- Preventing disease, injury, and disability
- Promoting the equal enjoyment of the highest attainable standard of health, which is a human right and a priority of the state.
DPH accomplishes this through the implementation of its Strategic Plan which outlines the actions that DPH is taking to accomplish its Mission.
Selection Plan
FOR ASSISTANCE IN APPLYING:
Please visit our 'Applicant Tips on How to Apply' page.
This position may be subject to Federal requirements for COVID-19 Vaccination Immunization.
To Apply:
- In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
- You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
- In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
- 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.
- This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
Important Next Step Information for After You Apply:
- 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.
- 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.
- The immediate vacancy is listed above, however, applications to this recruitment may be used 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 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 which is available at www.ct.gov/ethics.
Connect With Us:
- Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process.
- Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment please contact Joseph K. Fried at Joseph.Fried@ct.gov, 860-924-7053.
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;
KNOWLEDGE, SKILL AND ABILITY
- Considerable knowledge of
- office systems and procedures;
- proper grammar, punctuation and spelling;
- Knowledge of business communications;
- Some knowledge of 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.
PREFERRED QUALIFICATIONS
- Experience working with Microsoft Office Software, including large group communications, scheduling, and calendar management
- Experience composing and editing correspondence, reports, newsletters, and/or other materials in support of a program
- Experience entering and retrieving data from spreadsheets and/or databases
- Experience in organizing, connecting, and supporting scientific webinar presentations and training
- Experience performing office operations duties in a business or public health work environment
- Experience working with PeopleSoft software, to enter and track purchase requisitions
- Experience processing payments in accordance with policies and procedures
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