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Connecticut Department of Administrative Services · 11 hours ago

Secretary 2(Office/On-site)

Norwalk, CT

Full-time

Onsite

Mid Level

$55K/yr - $72K/yr

3+ years exp

The Connecticut Department of Administrative Services is seeking a Secretary 2 to support the DDS West Region at the Lower Fairfield Center in Norwalk, CT. The role involves performing a full range of secretarial functions, including proofreading documents, scheduling meetings, and maintaining office filing systems.

GovernmentService IndustrySocial Assistance

Responsibilities

Proofreading documents and communications for content

Coordinating and scheduling meetings and appointments

Maintaining office filing systems

Maintaining a high level of inventory of supplies and equipment including ordering new supplies

Other duties as needed

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

Designs office filing systems

Organizes and maintains files (including confidential files)

Maintains, updates and reviews reference materials and manuals

Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature

Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included

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

Screens letters, memos, reports and other materials to determine action required

May make recommendations to the supervisor

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

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

Qualification

Office managementMicrosoft OfficeInterpersonal skillsProofreadingScheduling meetingsOral communicationWritten communicationAttention to detail

Required

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

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

Considerable knowledge of office systems and procedures

Considerable knowledge of proper grammar, punctuation and spelling

Knowledge of business communications

Knowledge of department's/unit's policies and procedures

Knowledge of business math

Skills in interpersonal skills

Skills in oral and written communication skills

Ability to schedule and prioritize office workflow

Ability to operate office equipment which includes computers, tablets, and other electronic equipment

Ability to operate office suite software

Ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor)

Preferred

Clerical and administrative experience in a setting which provides services to individuals with intellectual and developmental disabilities

Experience with 255 Incident Reports and knowledge of DDS investigation processes

Experience composing complex correspondence for internal and external purposes

Experience working in an environment requiring strong attention to detail and accuracy with proof reading as well as data entry

Experience with supply order processing and inventory management, including verifying inventory levels, initiating orders, reviewing orders for accuracy, and ensuring budgetary coding and compliance

Experience interacting and corresponding with various state and private agencies via verbal and written communications

Experience using a variety of Microsoft Office programs, including but not limited to: Microsoft Access, Excel, Word and PowerPoint

Experience with building and maintaining strong interpersonal relationships, demonstrating the ability to collaborate effectively with a wide variety of stakeholders, including external business partners and agencies

Benefits

Professional growth and paid professional development opportunities.

A healthy work-life balance to all employees.

State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loan forgiveness after 10 years of service.