Secretary 1

Department of Labor•Middletown, CT

6d•Hybrid

About The Position

The State of Connecticut, Department of Labor (DOL) is currently recruiting to fill two (2) Secretary 1 positions to support the agency's Appeals Division. One position is located in Waterbury, CT, and the other is in Middletown, CT. These are first shift, full-time positions, Monday through Friday, from 8:00 AM to 4:30 PM. Positions may become hybrid after a successful working test period. The Department of Labor's Appeals Division includes the Referee Section and the Board of Review, functioning as an autonomous, quasi-judicial agency within the DOL. It primarily hears and decides appeals related to decisions of the Administrator of the Connecticut Unemployment Compensation Act. The Secretary 1 will provide support to this division, including assisting Employment Security Appeals Referees.

Requirements

Two (2) years of experience above the routine clerk level in office support or secretarial work.
Considerable knowledge of office systems and procedures; proper grammar, punctuation and spelling.
Knowledge of business communications; business math.
Interpersonal skills.
Oral and written communication skills.
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 translating written correspondence from Spanish to English and English to Spanish.
Experience interpreting verbal communications from Spanish into English and English into Spanish.
Experience utilizing a case management system (comparable to ReEmployCT) to maintain client records.
Experience working in a judicial or quasi-judicial environment.
Experience with managing time to meet prescribed deadlines that may conflict, while adhering to quantity and quality standards.
Experience typing and formatting written correspondence using Microsoft Word.
Experience in document management and scanning in a high production office environment.
Experience providing customer service assistance to diverse populations and skill levels in a high production office environment.

Responsibilities

Processing incoming correspondence received by mail, fax, and in-person.
Uploading documentary evidence into electronic appeals case files.
Assisting parties with filing appeals.
Answering questions from the public by telephone and in-person.
Maintaining records of contact from parties to appeals.
Registering parties for hearings.
Interpreting written and verbal communications from English to Spanish and Spanish to English.
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.