Secretary 2

DOC Central Office•Hartford, CT

1d•Onsite

About The Position

The Parole & Community Services Division (P&CS) is seeking a Secretary 2 to independently perform a full range of secretarial support functions requiring an understanding of organizational policies and procedures. The immediate vacancy is at the Hartford Parole office; this recruitment may also be used to fill vacancies at other locations. P&CS supervises and provides support services to offenders released to the community under the jurisdiction of the Commissioner of Correction and the Board of Pardons and Paroles. The Division works to enhance public safety by supporting successful community reintegration. The role provides secretarial, administrative, communication, records, meeting, and office-management support. Duties include preparing and proofreading correspondence and reports; maintaining filing systems and reference materials; assisting callers and visitors; coordinating meetings and materials; handling office purchasing and inventory; maintaining time and attendance records; and assisting with budget monitoring. This is a full-time, on-site position scheduled Monday through Friday, 40 hours per week, with an eight-hour workday from 8:00 a.m. to 4:30 p.m. Telework is not available. Applicants must be current State of Connecticut employees of the listed agency with at least six months of full-time or equivalent service, absent applicable collective bargaining provisions, and must meet the stated 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 the 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, and spelling; business communications; department or unit policies and procedures; and business mathematics.
Interpersonal skills and oral and written communication skills.
Ability to schedule and prioritize office workflow; operate computers, tablets, other electronic equipment, and office suite software; and take notes using shorthand, speedwriting, or another method acceptable to the supervisor.
Must be a current State of Connecticut employee of the listed agency with at least six months of full-time service or full-time-equivalent service, absent applicable collective bargaining language.

Nice To Haves

Experience navigating Microsoft 365 applications, including managing shared files, coordinating schedules via Outlook, and using Teams for internal agency communications.
Experience drafting formal agency memoranda, complex executive correspondence, detailed operational reports, and official meeting minutes.
Experience independently managing competing work and shifting priorities to meet strict deadlines.
Experience performing time-sensitive tasks or front-line public contact in a fast-paced, high-volume, or public safety environment.
Experience maintaining, auditing, and safeguarding legally protected information, such as offender records and internal agency data.

Responsibilities

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