Secretary 2

State of Connecticut•Hartford, CT

1d•Onsite

About The Position

The State of Connecticut, Department of Energy and Environmental Protection (DEEP) Forestry Division is seeking to hire a Secretary 2. This role will serve as the front-line ambassador for the public, directing complex inquiries to appropriate Forestry Division Staff, assisting with general and technical inquiries using information posted on Division Web Sites, and providing general administrative support to all Division programs with statewide responsibilities. This position is full-time, following a first shift schedule, 40 hours per week, scheduled Monday - Friday, and primary duty station is located at 79 Elm Street, Hartford, CT. As a Secretary 2, you will perform advanced, fully independent secretarial support with a full range of secretarial tasks independently and full understanding of office operations. In this role, you will be responsible for total office operation; communicate and interpret policies; not intended as an assistant to another secretary; work under general supervision but with greater autonomy and judgment, and lead seasonal clerical or secretarial staff. You will also compose complex letters, including those explaining policies or procedures, compile information from varied sources, prepare narrative and statistical reports requiring judgment, and screen calls, provide guidance citing regulations, and handle non-routine inquiries. The Secretary 2 will screen materials, determine required action, and recommend actions to supervisors, as well as perform all Secretary 1 duties plus assisting with budget preparation, monitoring, and designing new forms/procedures.

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.
Considerable knowledge of proper grammar, punctuation and spelling.
Knowledge of business communications.
Knowledge of department's/unit's policies and procedures.
Knowledge of 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 Office 360 including, Excel, Outlook, Teams, and Word.
Experience communicating in person, on the phone, and in writing with constituents, including coworkers and the public.
Experience working with confidential information, including social security numbers, income information, and demographic information.
Experience working with the public and providing customer service to both internal and external constituents.
Experience multitasking in an office environment.
Experience and engagement with trees, forests, wildlife, and outdoor environments.

Responsibilities

Maintain and manage the Forestry Division main phone line and general email inbox.
Maintain inventory and ordering supplies and equipment as needed.
Coordinate annual Division physical asset inventory and implement Division record retention schedule.
Craft documents, including performing basic page setup, editing, and text formatting functions.
Process requisitions, orders for supplies, dues, and other items.
Prepare outreach educational materials needed by instructors.
Assist various forestry division permit processing or license renewals.
Proofread and/or edit complex and technical records, letters, memos, reports, contracts, and/or documents.
Take and/or transcribe notes, dictation, transcripts, and/or tapes into written minutes and/or reports.
Establish computerized and/or manual filing systems.
Type agendas, maintain calendars and schedules, and arrange business appointments, travel, itineraries, events, and meetings.
Collect and distribute mail.
Perform related duties as required.