Secretary 1

Introduction

The State of Connecticut Department of Emergency Services & Public Protection (DESPP) is hiring for a Secretary 1 in Middletown, CT.

The Division of Emergency Management and Homeland Security (DEMHS) is charged with developing, administering, and coordinating a comprehensive and integrated statewide emergency management and homeland security program that encompasses all human-made and natural hazards, and includes prevention, mitigation, preparedness, response, and recovery components to ensure the safety and well-being of the citizens of Connecticut.


Critical missions of DEMHS include prevention of terrorism, coordination of emergency preparedness, response, recovery, and mitigation, and administering federal emergency management and homeland security grant programs, including disaster aid.


DEMHS manages the state's response to emergencies in coordination with local municipalities, other state agencies and federal and non-governmental partners. This may include operation of the State Emergency Operations Center (SEOC) if activated by the Governor.

As a Secretary 1 with DEMHS, you will have the opportunity to:

• Prioritize and organize tasks in an office setting.
• Work with office systems and procedures, including electronic and paper filing, digital correspondence, and letter and memo drafting.
• Work with the public to answer phone calls, respond to requests for information, and coordinate across organizational divisions.
• Manage multiple (more than one) concurrent tasks while meeting deadlines.
• Be part of a mission driven and collaborative team tasked with ensuring Connecticut is prepared for all threats and hazards.

WHAT WE CAN OFFER YOU

• Visit our new State Employee Benefits Overview page!
• Professional growth and development opportunities.
• A healthy work/life balance to all employees.

POSITION HIGHLIGHTS

• Hybrid.
• Work Schedule: Monday - Friday; 8:00 a.m. - 4:30 p.m.
• Location: Middletown, CT.

A Message from our Commissioner:
DESPP is committed to protecting and improving the quality of life for all by providing a broad range of public safety services, training, regulatory guidance, and scientific services utilizing enforcement, prevention, education and state of the art science and technology. DESPP is structured on three key Strategic Pillars created by Commissioner Ronnell Higgins.



1. Operational Efficiency, Efficacy and Excellence

• Making decisions through the thoughtful and informed use of data.
• Challenging the "that's the way it's always been done" construct-i.e., thinking outside the box as to how we can improve.
• Constantly seeking better results.

2. Shared Fiscal Responsibility

• Recognizing our collective responsibility to steward the agency's resources.
• Realigning planned budgetary actions to ensure that they are in taxpayers' interests.
• Preparing together for potential budget stresses and fiscal challenges.

3. Ethics and Accountability

• Critically and constantly measuring our practices against our policies.
• Performing quarterly performance evaluations agency-wide to measure success and flag areas needing improvement.
• Regularly engaging external partners for feedback and assessments.
• Opening our doors to Connecticut students and workers for apprenticeships, internships, and career pathways.

For an inside look at what it's like to work as an employee for the State of Connecticut, please watch the video below!

Selection Plan

IMPORTANT NOTE:


Candidate selected for an interview must provide the following at the time of interview:


State Employees:
*Two (2) most recent performance evaluations
*Completed CT-HR-13


Non-State Employees:
*Two (2) professional references contact information including name, email and phone number (at least one being a current and/or previous supervisor)
*Completed CT-HR-13


Candidates who have been selected for employment with the Department of Emergency Services & Public Protection are subject to a detailed background investigation, including a fingerprint supported state and federal criminal history record check along with reference checks. Selection for employment is contingent upon satisfactory completion of the background investigation. Click here CT-HR-13 to complete the Criminal Convictions addendum. The CT-HR-13 can also be found on the DAS website by typing in "CT-HR-13" into the "Search Department of Administrative Services" search field. Also considered in this selection process: Any pending or disciplinary history within the past 2 years and review of attendance records.


FOR ASSISTANCE IN APPLYING:


Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit for additional support throughout the recruitment process.


BEFORE YOU APPLY:

• Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.
• Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below by the closing date listed on the job posting.
• Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.
• Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
• Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing View email address on click.appcast.io.
• Salary Calculations : For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.

• Note : The only way to apply to this posting is via the 'Apply' or 'Apply Online' buttons on the official State of Connecticut Online Employment Center job posting.

AFTER YOU APPLY:

• Some email providers may experience delays or issues delivering messages. To avoid missing important updates-such as referral questionnaires or interview scheduling links-please check your Personal Status Board regularly.
• For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select "Update My Contact Information."
• Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire's expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).

• Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression!
• Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
• Note : This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at

• This employer may participate in E-Verify and will provide the federal government with your Form I-9 information to confirm work authorization.

QUESTIONS? WE'RE HERE TO HELP:


Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Brianna Linehan at View email address on click.appcast.io.


Join the State of Connecticut and take your next career step with confidence!

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.;
  • Proofreads 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 required

KNOWLEDGE, 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 with Microsoft Word, Excel, Outlook, and Teams including composing correspondence and scheduling meetings;
• Experience organizing, prioritizing, and managing more than one task while meeting deadlines;
• Experience communicating with internal and external stakeholders;
• Experience with editing correspondence for grammar and punctuation errors;
• Experience with recording meeting minutes;
• Experience working with more than one supervisor.

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.