Secretary 1

State of Connecticut•Bridgeport, CT

7d•Hybrid

About The Position

This position plays a vital role in ensuring the smooth and efficient operation of the office by providing comprehensive administrative and secretarial support. The ideal candidate is dependable, adaptable, and skilled at managing multiple priorities while maintaining professionalism and confidentiality. The Secretary 1 performs a wide range of clerical and administrative duties, including preparing and formatting correspondence and reports; proofreading and editing documents for accuracy; designing and maintaining filing systems, including confidential records; and composing routine memoranda and letters for supervisory signature. Responsibilities also include compiling information and preparing data reports, scanning and processing correspondence, reviewing and prioritizing mail, and organizing related materials. This position requires strong communication skills, proficiency with computers and office technology, sound judgment, and the ability to handle sensitive information with discretion. If you are a motivated administrative professional who thrives in a dynamic office environment, we encourage you to apply.

Requirements

Current State of Connecticut employee
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; 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).

Nice To Haves

Experience working with Microsoft Outlook, Word, Excel, PowerPoint, and Teams for scheduling.
Experience coordinating meetings and taking minutes.
Experience with Connecticut On-Line Law Enforcement Communication Teleprocessing System(Collect) and National Crime Information System (NCIC)
Experience utilizing the Core-CT & Kronos for timesheet entering.
Experience developing office procedures and systems, including electronic filing systems, invoice, supply order.
Experience maintaining up-to-date information for a large group of staff members, including attendance records, travel authorizations, reimbursements, calendars.

Responsibilities

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