Secretary 2 (Colleges Of Arts And Sciences)

To comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. Applicants must meet the minimum qualifications as indicated to apply for this position. NOTE: You will be unable to make revisions once you submit your application for this posting to the JobAps system. Due to the large volume of applications received, the Department of Administrative Services is unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. 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. Interviews will be limited to candidates whose experience most closely meet the preferred requirements of the position. Applicants invited to interview may be required to submit additional documentation, which may include: a resume, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency. Should you have questions pertaining to any phase of this recruitment, please contact the hiring agency's human resources office: Tisha Miller, [email protected].

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.

Performs a variety of secretarial duties as described in the following areas:

• Coordinates with others both within and outside of the organization on a variety of non-routine matters.
• Designs and initiates new forms and procedures to facilitate workflow;
• Organizes and maintains files (including confidential files);
• FILING:
  • Designs office filing systems;
  • Organizes and maintains files (including confidential files);
  • Maintains, updates and reviews reference materials and manuals.
• 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;
• Orders supplies when necessary;
• Maintains an inventory of supplies and equipment;
• Greets and directs visitors;
• Maintains, updates and reviews reference materials and manuals.
• Makes travel arrangements.
• Proofreads for content;
• Completes, processes and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.);
• Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports);
• Edits using knowledge of grammar, punctuation and spelling.
• Prepares expense accounts;
• 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.;
• 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.
• Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included.
• Designs office filing systems;
• 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.
• 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.
• Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
• 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.
• Takes notes and/or meeting minutes;
• Assists in preparing and monitoring the office budget (e.g., compiles figures, reviews statistical reports, verifies expense items);
• Provides advice to callers regarding policy and procedures (e.g., citing a regulation to solve a specific problem);
• Screens letters, memos, reports and other materials to determine action required;
• CORRESPONDENCE:
  • Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
• PROCESSING:
  • Screens letters, memos, reports and other materials to determine action required;
  • May make recommendations to the supervisor.
• Maintains time and attendance records;
• May make recommendations to the supervisor.
• Arranges and coordinates meetings (including space and equipment);
• Answers phones and screens incoming calls;
• Writes minutes of meetings, lectures, conferences, etc. from rough draft;

Performs related duties as required.

Three (3) years of experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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.