Introduction
The Connecticut Department of Emergency Services and Public Protection (DESPP) has an Open to Statewide Employees opportunity as a Secretary 1 to join our dynamic team in the Office of Field Operations, Central District Major Crime Squad!
This position is located at 269 Maxim Road in Hartford and will support four Major Crime offices located at CDHQ (Maxim Road), Hartford (Troop H), Bethany (Troop I) and Westbrook (Troop F).
At DESPP, we value collaboration and teamwork. As a Secretary 1, you'll work closely with a diverse group of professionals, all dedicated to the common goal of driving efficiencies within the department.
Join our team and be part of a world-class organization that is committed to making a positive impact on the community!
Position highlights
- 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.;
- Organizes and maintains files (including confidential files);
- Maintains, updates and reviews reference materials and manuals;
- Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature;
- Maintains an inventory of supplies and equipment;
- Orders supplies when necessary;
- More details can be found in the class specification.
This is a full-time, 40 hours per week, Monday to Friday, from 8:00 AM until 4:30 PM.
About us
The State of Connecticut, Department of Emergency Services and Public Protection is committed to protecting and improving the quality of life for all by providing enforcement, regulatory and scientific services through prevention, education, and innovative technology.
Selection Plan
In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state 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 DAS.SHRM@ct.gov.
Important information after you apply
Candidates 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.
Additionally:
- 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 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. Failure to provide the required documents listed above or submit your application accurately and on time, will eliminate you from the recruitment process.
- 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: performance reviews, supervisory references, college transcripts, licensure, etc. at the discretion of the hiring agency.
- Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
- 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 filing of your application, please contact Benjamin Beaudry at Benjamin.Beaudry@ct.gov.
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 working for a law enforcement agency;
- Experience analyzing and managing confidential information including criminal records, police reports which include crime scene photographs, personnel files and legal documents;
- Experience working with Microsoft Office programs including Word, Excel, and Outlook;
- Experience communicating with internal and external stakeholders over the phone, through email, and in person;
- Experience overseeing office administrative functions, including ordering inventory and preparing for meetings.
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.
