Secretary 1

State of Connecticut•Middletown, CT

2d•Hybrid

About The Position

The State of Connecticut Department of Emergency Services & Public Protection (DESPP) is hiring for a Secretary 1 in Middletown, CT. The Division of Emergency Management and Homeland Security (DEMHS) is responsible for developing, administering, and coordinating a comprehensive statewide emergency management and homeland security program. This includes prevention, mitigation, preparedness, response, and recovery for all hazards. DEMHS's critical missions involve preventing terrorism, coordinating emergency preparedness, response, recovery, and mitigation, and administering federal grant programs. The division manages the state's emergency response in coordination with local municipalities, other state agencies, and federal and non-governmental partners, potentially operating the State Emergency Operations Center (SEOC). As a Secretary 1 with DEMHS, you will prioritize and organize tasks, work with office systems (electronic and paper filing, digital correspondence), draft letters and memos, interact with the public by answering phones and responding to information requests, coordinate across divisions, and manage multiple concurrent tasks while meeting deadlines. This role offers the opportunity to be part of a mission-driven, collaborative team ensuring Connecticut's preparedness for threats and hazards, with opportunities for professional growth and development, and a healthy work/life balance.

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 with Microsoft Word, Excel, Outlook, and Teams including composing correspondence and scheduling meetings.
Experience organizing, prioritizing, and managing more than one task while meeting deadlines.
Experience communicating with internal and external stakeholders.
Experience with editing correspondence for grammar and punctuation errors.
Experience with recording meeting minutes.
Experience working with more than one supervisor.

Responsibilities

Prioritize and organize tasks in an office setting.
Work with office systems and procedures, including electronic and paper filing, digital correspondence, and letter and memo drafting.
Work with the public to answer phone calls, respond to requests for information, and coordinate across organizational divisions.
Manage multiple concurrent tasks while meeting deadlines.
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.