Secretary 1 DOC & BOPP Employees Recruitment # 240529-6976CL-001 Location Waterbury, CT Date Opened 6/4/2024 10:45:00 AM Salary $49,243.00 - $64,613.00/year Job Type Open to Agency Employees Close Date 6/14/2024 11:59:00 PM Go Back Apply View Benefits (http://portal.ct.gov/DAS/smART/General-Employee-Benefits)
Introduction
Administrative Professionals; looking to level up within your Agency? If so, check out the Agency-only opportunity below!
The State of Connecticut, Board of Pardons and Paroles (BOPP) is recruiting for a Secretary 1 to join our team in Waterbury, Connecticut.
This hybrid position is full time on first shift, 40 hours per week, Monday through Friday from 8:00 AM until 4:30 PM.
Please note, this Agency opportunity is only open to DOC and BOPP employees.
POSITION HIGHLIGHTS
The Secretary 1 will perform a full range of secretarial support functions to optimize workflow procedures. You will assist colleagues by supporting them with various administrative tasks and will be an integral part of our team. Some key responsibilities may include:
Communicating, verbally and in writing, inside and outside of the agency
Scanning documents, data entry
Managing databases
Creating spreadsheets
Maintaining filing systems
Answering phones/ taking messages
Scheduling appointments and meetings
ABOUT THE STATE OF CONNECTICUT, BOARD OF PARDONS AND PAROLES
The State of Connecticut, Board of Pardons and Paroles is an autonomous state agency with administrative support provided by the Department of Correction. The Board possesses discretionary authority to grant pardons for criminal convictions and to grant parole to eligible and appropriate offends in the community under supervision as a means of supporting their successful reintegration into law abiding society.
The Board of Pardons and Paroles is an integral part of the legal system and plays a crucial role in Connecticut's criminal justice policy. The Board’s work is driven by moral and ethical responsibility to do our part in making Connecticut a great place to live and work.
Selection Plan
To be considered for this job opening, you must be a current State of Connecticut employee, who has worked for the Agency listed above for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.
TO APPLY
In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application.
The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to [email protected].
IMPORTANT INFORMATION AFTER YOU APPLY
This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the questionnaire's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
Note: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency.
The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
For current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit.
For technical questions regarding the filling of your application, please contact Benjamin Beaudry at [email protected].
PURPOSE OF JOB CLASS (NATURE OF WORK)
In a state agency this class is accountable for performing a full range of secretarial support functions.EXAMPLES OF DUTIES 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.;
Proos 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 routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
REPORT WRITING:
Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
INTERPERSONAL:
Greets and directs visitors;
Answers phones and takes messages;
Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit).
PROCESSING:
Scans correspondence;
Pulls and attaches related materials;
Reviews, routes and prioritizes mail.
SECRETARY:
Arranges and coordinates meetings (including space and equipment);
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;
Performs related duties as requiredKNOWLEDGE, SKILL AND ABILITY
Considerable knowledge of
office systems and procedures;
proper grammar, punctuation and spelling;
Knowledge of
business communications;
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).
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Two (2) years of experience above the routine clerk level in office support or secretarial work.MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED College training in the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of one (1) year.PREFERRED QUALIFICATIONS
Experience utilizing Microsoft Office Suite to f ormat documents, compile and organize information, create spreadsheets, organize calendars, s end and receive correspondence, and schedule/coordinate virtual calls and meetings;
Experience entering or saving data into electronic forms that requires a high attention to detail.
Experience maintaining basic office procedures and filing systems including both physical and electronic case files and records.
Conclusion
AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER
The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.Click on a link below to apply for this position:Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online