Secretary 2

State of Connecticut•Manchester, CT

1d•Hybrid

About The Position

The Connecticut Department of Children and Families is recruiting a Secretary 2 to independently perform a full range of secretarial support functions requiring an understanding of organizational policies and procedures. The role supports agency operations through correspondence, records management, report preparation, communication with visitors and callers, meeting coordination, and office management. The vacancy is in Region 4 (Manchester and Hartford), is a first-shift, full-time position with a 40-hour Monday–Friday schedule, and is hybrid. The posting is open only to current State of Connecticut employees who meet the stated service and qualification requirements. The Secretary 2 uses computers, tablets, and other electronic equipment to prepare and proofread documents; maintains filing systems and reference materials, including confidential files; drafts complex correspondence; compiles narrative and statistical reports; and coordinates routine and non-routine matters with internal and external contacts. The position also screens materials and determines or recommends follow-up, arranges meetings and travel, prepares meeting materials and minutes, manages office supplies and purchasing paperwork, maintains time and attendance records, and assists with office budget monitoring. The agency’s mission is to partner with communities and empower families to raise resilient children who thrive. The posting highlights professional growth and development opportunities and a healthy work-life balance. Applicants must have at least six months of full-time State of Connecticut service or equivalent, subject to applicable collective bargaining language, and meet the listed minimum qualifications.

Requirements

Three years of experience above the routine clerk level in office support or secretarial work.
One year of the required general experience must have been as a Secretary 1 or equivalent.
College training in secretarial sciences may substitute for general experience at 15 semester hours for one-half year of experience, up to a maximum of two years.
Considerable knowledge of office systems and procedures, grammar, punctuation, spelling, business communications, department or unit policies and procedures, and business math.
Interpersonal, oral communication, and written communication skills.
Ability to schedule and prioritize office workflow.
Ability to operate computers, tablets, other electronic equipment, and office suite software.
Ability to take notes using shorthand, speedwriting, or another method acceptable to the supervisor.
Must be a current State of Connecticut employee with at least six months of full-time service or full-time equivalent service, subject to applicable collective bargaining language.
Must specify qualifications on the application and meet minimum qualifications by the job closing date.

Nice To Haves

Experience using Microsoft Outlook, Teams, Excel, Word, and PowerPoint, including tracking or managing data, composing correspondence, writing reports, scheduling meetings, managing multiple calendars, and maintaining related records.
Experience working both independently and collaboratively, using critical thinking and initiative to complete tasks and meet deadlines.
Experience prioritizing multiple time-sensitive tasks with competing due dates.
Written and verbal communication experience, including taking and transcribing meeting minutes.
Customer service experience in person, by email, and by telephone, including responding to requests for information and assistance.
Experience working with confidential and time-sensitive information.

Responsibilities

Format and type correspondence, reports, bills, drafts, and other documents from rough drafts, transcription, or dictated notes; proofread and edit for content, grammar, punctuation, and spelling.
Design, organize, maintain, update, and review office filing systems, confidential files, reference materials, and manuals.
Compose complex letters, memoranda, and other communications explaining department practices or policies for personal or supervisory signature.
Compile information from multiple sources and prepare narrative or statistical reports, exercising judgment in selecting relevant information.
Greet and direct visitors; answer phones, screen incoming calls, and advise callers on policies and procedures.
Coordinate with people within and outside the organization on non-routine matters.
Screen letters, memoranda, reports, and other materials to determine required action and, when appropriate, make recommendations to the supervisor.
Arrange and coordinate meetings, including meeting space and equipment; research, assemble, and coordinate meeting materials.
Take notes and prepare minutes of meetings, lectures, and conferences.
Prepare expense accounts and make travel arrangements.
Maintain inventories of supplies and equipment, order supplies, and process and maintain purchasing paperwork such as orders, requisitions, and invoices.
Maintain time and attendance records.
Assist in preparing and monitoring the office budget by compiling figures, reviewing statistical reports, and verifying expense items.
Design and initiate forms and procedures to facilitate workflow.
Perform related duties as required.