Secretary 1

DOC Central Office•Bridgeport, CT

9d•Onsite

About The Position

The State of Connecticut Department of Correction (DOC) is seeking a dedicated and organized professional to join the Parole and Community Services Division as a Secretary 1 at the Bridgeport District Office. This role provides essential administrative and clerical support to ensure efficient daily operations and service delivery within the community. The certified list established through this recruitment process may also be utilized to fill future Secretary 1 vacancies at other district parole offices located in Hartford, Norwich, New Haven and Waterbury. The position is full-time on first shift, 40 hours per week, Monday through Friday, from 8:00 am – 4:30 pm. The Secretary 1 will perform a full range of secretarial support functions to optimize workflow procedures, assisting colleagues with various administrative tasks and being an integral part of the team. The Division of Parole and Community Services (P&CS) supervises and provides support services to offenders released to the community under the jurisdiction of both the Commissioner of Correction and the Board of Pardons and Paroles. The State of Connecticut, Department of Correction (DOC) shall strive to be a global leader in progressive correctional practices and partnered re-entry initiatives to support responsive evidence-based practices aligned to law-abiding and accountable behaviors. Safe and security shall be a priority component of this responsibility as it pertains to staff, victims, citizens and offenders.

Requirements

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
Two (2) years of experience above the routine clerk level in office support or secretarial work.
Ability to schedule and prioritize office workflow
Ability to operate office equipment which includes computers, tablets, and other electronic equipment
Ability to operate office suite software
Ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor).

Nice To Haves

Experience utilizing MS Outlook, scheduling meetings, and coordinating calendars.
Experience utilizing MS Word, creating letters, agendas, memos, and other business communications.
Experience utilizing MS Excel, creating spreadsheets, utilizing formulas, functions, and filters.
Experience utilizing Teams, scheduling, and participating in meetings.
Experience working with confidential information.
Experience in generating accurate and complete work while under the restraints of a deadline.
Experience supporting multiple people simultaneously.
Experience in accurately inputting and managing data and using databases to generate reports.
Experience in maintaining paper and digital files, including organizing, tracking, and storing files.
Experience using CORE-CT.

Responsibilities

Communicating, verbally and in writing, inside and outside of the agency
Scanning documents, data entry
Managing databases
Creating spreadsheets
Maintaining filing systems
Answering phones/ taking messages
Scheduling appointments and meetings
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.
Proofreading for content; Edits using knowledge of grammar, punctuation and spelling.
Designs office filing systems; Organizes and maintains files (including confidential files); Maintains, updates and reviews reference materials and manuals.
Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
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).
Scans correspondence; Pulls and attaches related materials; Reviews, routes and prioritizes mail.
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.
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