State of Connecticut · 5 days ago
Secretary 2 Office/On-site #260106-7539CL-001
Middletown, CT
Full-time
Onsite
Mid Level
3+ years expThe State of Connecticut's Department of Mental Health and Addiction Services is seeking a dedicated and experienced Secretary 2 to join their team at Connecticut Valley Hospital. This role involves performing a full range of secretarial and support functions for executive-level managers, including composing correspondence, managing office filing systems, and coordinating meetings.
Government Administration
Responsibilities
Independently perform a full range of secretarial and support functions for executive-level managers and administrative staff
Compose correspondence and memoranda (letters, reports, drafts) while proofreading/editing for grammar, punctuation and spelling
Design and maintain office filing systems; organize and maintain reference materials, keep files and records updated
Compile information from multiple sources and prepare narrative or statistical reports, making judgments as to what items to include
Screen correspondence, records and other documents to determine what requires action
Use office computer software (word, access, excel, outlook), as well as other office equipment, to perform tasks like typing, data management, scheduling appointments, arranging meetings and calendar maintenance, prioritizing workflow and work assignments, often with minimal supervision
Handle multiple assignments with attention to detail and maintain confidentiality of sensitive information ensuring the office operates efficiently
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
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
Experience in business communication, proofreading, formatting, and editing letters and reports
Experience maintaining inventory of supplies and equipment
Experience assisting in budget monitoring and maintaining purchasing/requisition paperwork
Experience in customer service, front desk reception, or office management
Experience with Microsoft Office software including Word, Excel, Access, Outlook and Teams to carry out administrative tasks
Experience with data management, scheduling and prioritizing workflow
Experience taking initiative, problem-solving, and streamlining office procedures
Experience completing multiple assignments with attention to detail that may have conflicting deadlines
Experience compiling and analyzing data from multiple sources into narratives, spreadsheets or statistical reports
Experience providing administrative support during recruitment or other departmental efforts
Benefits
Professional growth and development opportunities.
A healthy work/life balance to all employees
Company
State of Connecticut
The State of Connecticut – Executive Branch employs thousands of dedicated professionals, committed to providing a safe and thriving environment for our community, and visitors.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Heidi B. Pugliese MSN, RN
Chief Executive Officer
Nicole Hernandez
Regional Chief Operating Officer
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