Secretary 2

State of Connecticut•Bridgeport, CT

3d•Onsite

About The Position

The Connecticut Department of Correction is hiring a Secretary 2 at Bridgeport Correctional Center. This position is open exclusively to current State of Connecticut Department of Correction employees. The role independently performs a full range of secretarial, administrative, and clerical support functions requiring an understanding of organizational policies and procedures. It provides administrative support to facility leadership and operational units, including processing complex clerical tasks, managing schedules and correspondence, maintaining confidential filing systems, screening inquiries, and coordinating communication with facility staff, external agencies, and the public. The position is scheduled for first shift, 7:00 AM to 3:30 PM. Duties include preparing and proofreading correspondence and reports; maintaining filing and reference systems; composing letters and memoranda; compiling information into narrative or statistical reports; greeting visitors and screening calls; arranging meetings and preparing materials and minutes; making travel arrangements; and supporting office purchasing, inventory, timekeeping, and budget-monitoring functions.

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 per one-half year, up to a maximum of two years.
Considerable knowledge of office systems and procedures, grammar, punctuation, spelling, business communications, departmental or unit policies and procedures, and business math.
Interpersonal skills and oral and written communication skills.
Ability to schedule and prioritize office workflow, operate office equipment and office suite software, and take notes using shorthand, speedwriting, or another method acceptable to the supervisor.

Nice To Haves

Experience managing day-to-day administrative functions for a busy office or unit.
Experience managing complex digital calendars, coordinating multi-party schedules, and compiling briefing materials or documentation.
Experience serving as a primary point of contact for senior leadership, drafting formal correspondence, and routing complex inquiries from external agencies or the public.
Experience using Microsoft Excel to build spreadsheets, compile and format operational data, and maintain administrative logs.
Experience using Microsoft PowerPoint to translate data into visual reports, create meeting decks or briefings, and map organizational charts.
Experience handling sensitive personnel records, security data, or legally protected information with discretion in a collaborative environment.

Responsibilities

Format, type, proofread, and edit correspondence, reports, bills, drafts, and other documents using computers, tablets, and other electronic equipment.
Design, organize, maintain, update, and review office filing systems, including confidential files, reference materials, and manuals.
Compose complex letters and memoranda explaining department practices or policies for own or a supervisor’s signature.
Compile information from multiple sources and prepare narrative or statistical reports, using judgment to select relevant material.
Greet and direct visitors, answer phones, screen incoming calls, and advise callers about policies and procedures.
Coordinate with people inside 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 a 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; order supplies and process purchasing paperwork, including orders, requisitions, and invoices.
Maintain time and attendance records and assist with preparing and monitoring office budgets.
Design and initiate forms and procedures to facilitate workflow.
Perform related duties as required.