Secretary 2

Introduction Join our team! The State of Connecticut , Department of Transportation (DOT) , is now accepting applications for a Secretary 2 position within the Bureau of Engineering and Construction, District 1 Construction Division, located in Rocky Hill, CT. We are seeking a dynamic, customer service oriented, energetic, and driven team player who is passionate about serving the public and about the work we do at the DOT to deliver our mission. In this role you will provide support to the District 1 Construction and Survey units, providing superior customer service to staff and stakeholders. If you are cooperative, responsive, have very good attendance, excellent written communication and editing skills and are willing to go the extra mile, this could be the position for you!

POSITION HIGHLIGHTS

Schedule: Full-Time (40 Hour), First Shift, Monday - Friday, Hybrid (office/telework) may be available Please Note: This position is eligible to apply for telework after successful completion of the working test period, and thereafter, in accordance with the Telework Policy. Employees in their initial working test period must work on site in the office. WHAT WE CAN OFFER YOU Visit our State Employee Benefits Overview page! Professional growth and development opportunities A healthy work/life balance to all employees Join an award-winning agency! CTDOT has been recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE) and named the Women's Transportation Seminar (WTS) CT Employer of the Year for 2024! DISCOVER THE OPPORTUNITY TO Prepare timely and accurate letters, memoranda, and correspondence. Courteously respond to telephone calls and emails, resolving questions and complaints. Make travel arrangements. Schedule, create agendas, and take notes. Purchase supplies for construction and survey staff. Prepare documents for interview panels and employment changes such as transfers and new hires. Assist with tracking responses to log letters and other outside inquiries. Be accountable, problem solve, and communicate appropriately with a wide range of individuals at various levels inside and outside of the department. Display a positive attitude and self-motivation Showcase excellent organizational skills and strong attention to detail. Complete assignments within specified deadlines and schedule office workflow. Exhibit strong computer skills and be fully competent with Microsoft Word, Excel, Outlook, Teams, and PowerPoint. Have a high level of professionalism and excellent interpersonal skills including the ability to be cooperative in challenging situations. Display strong oral and written communication skills, including excellent grammar, spelling, and punctuation.

ABOUT US

As one of Connecticut's largest State agencies, DOT employs approximately 3,300 individuals statewide in five bureaus. It is the DOT's mission to improve quality of life through transportation. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving environmental and cultural resources. The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged. Learn more about our mission, vision, and values by clicking here!

START WITH US. STAY WITH US. GROW WITH US.

Selection Plan

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. Please Note: In order to receive educational credits toward qualification for this job posting, 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 recruiter listed on this job posting by the closing date listed on the job posting. 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 Nicole Frascatore via 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 independently performing a full range of secretarial support functions requiring an understanding of organizational policies and procedures.

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 complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature. REPORT WRITING: Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included. INTERPERSONAL: Greets and directs visitors; Answers phones and screens incoming calls; Provides advice to callers regarding policy and procedures (e.g., citing a regulation to solve a specific problem); Coordinates with others both within and outside of the organization on a variety of non-routine matters. PROCESSING: Screens letters, memos, reports and other materials to determine action required; May make recommendations to the supervisor. SECRETARY: Arranges and coordinates meetings (including space and equipment); Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports); 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; Assists in preparing and monitoring the office budget (e.g., compiles figures, reviews statistical reports, verifies expense items); Designs and initiates new forms and procedures to facilitate workflow; 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; department's/unit's policies and procedures; 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

Three (3) years of experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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 two (2) years. PREFERRED QUALIFICATIONS Experience with Microsoft Office Suite including Microsoft Outlook (including managing multiple calendars), Word, Excel, PowerPoint, SharePoint, Teams, and Bluebeam. Experience addressing telephone, written, and in-person inquiries for information and assistance. Experience preparing and distributing electronic memos, documents, and letters in Microsoft Office SharePoint. Experience communicating verbally and in writing to multiple diverse populations and skill levels. Experience composing and editing business communications and editing letters and reports with correct grammar, spelling and punctuation and an understanding of engineering and construction terminology. Experience processing confidential and time-sensitive information for accuracy and completeness while meeting deadlines. 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. State of Connecticut