Secretary 2

DDS Central Office • Hartford, CT

1d • Onsite

About The Position

The State of Connecticut, Developmental Services (DDS) – Central Office – is accepting applications for one (1) full-time Secretary 2 position to support the Emergency Management, OSHA, Workplace Safety and Fire Code Compliance Unit in Hartford, CT. In this vital role, you will provide comprehensive administrative and secretarial support that helps ensure compliance with state and federal safety regulations while supporting emergency preparedness initiatives across DDS. Your work will play a key role in maintaining critical records, coordinating meetings, preparing reports and correspondence, managing office operations, and supporting the DDS Respiratory Protection Program, which helps protect more than 2,200 employees from respiratory hazards. If you are a detail-oriented professional with exceptional organizational, communication, and office management skills who is passionate about supporting programs that promote workplace safety and operational excellence, we encourage you to apply and become an essential member of the DDS team.

Requirements

• 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.
• Considerable knowledge of office systems and procedures; proper grammar, punctuation and spelling; Knowledge of business communications; department's/unit's policies and procedures; business math;
• Skills; 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 a Health and Safety Department or Unit
• Experience working with Fire and Life Safety Codes or Federal and State Regulations
• Experience interacting and corresponding with various state and private agencies via verbal and written communications
• Experience with telephone and reception etiquette; strong attention to detail, accuracy, and proofreading
• Experience using a variety of Microsoft Office programs, including but not limited to: Outlook; Excel, Word, PowerPoint, SharePoint and OneDrive
• Experience with database systems
• Experience with customer service, and office management; Experience taking initiative and demonstrating problem-solving
• Experience preparing announcements, agendas, minutes, creating forms, managing data, developing spreadsheets

Responsibilities

• Performs a variety of secretarial duties as described in the following areas: 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.
• FILING: Designs office filing systems; Organizes and maintains files (including confidential files); Maintains, updates and reviews reference materials and manuals.
• CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
• 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.
• 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.
• PROCESSING: Screens letters, memos, reports and other materials to determine action required; May make recommendations to the supervisor.
• 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.
• 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; Performs related duties as required.

Benefits

• Professional growth and paid professional development opportunities.
• A healthy work-life balance to all employees!
• The State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed