Secretary

Full job description Looking to get in state service with DEEP? If so, check out the opportunity below! The State of Connecticut, Department of Energy and Environmental Protection, Bureau of Outdoor Recreation, is seeking an enthusiastic and organized person for a Secretary 1 position in Old Lyme, Connecticut. This position will report to the Office Director and be responsible for the administrative support of the division.
This hybrid position is full time on first shift, 40 hours per week, Monday through Friday, from 8:00 AM until 4:30 PM.
WHAT WE CAN OFFER YOU Visit our new State Employee Benefits Overview page! The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule! Professional growth and development opportunities! A healthy work/life balance to all employees! POSITION HIGHLIGHTS Types a variety of materials in relation to other duties or as assigned; Sets up and maintains office procedures, filing and indexing systems and forms for own use; Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance; Composes routine correspondence; Processes and distributes incoming and outgoing mail; Maintains records in accordance with records retention policies; Assists with travel planning, coordination, and authorization; Assists with grant paperwork including preparing financial reimbursement documents; Other duties as assigned. Please see EXAMPLES OF DUTIES below for more information.
ABOUT DEEP The Connecticut Department of Energy and Environmental Protection (DEEP) is charged with conserving, improving and protecting the natural resources and the environment of the state of Connecticut as well as making cheaper, cleaner and more reliable energy available for the people and businesses of the state. The agency is also committed to playing a positive role in rebuilding Connecticut's economy and creating jobs – and to fostering a sustainable and prosperous economic future for the state.
The Bureau of Outdoor Recreation consists of the Divisions of Boating, State Parks & Public Outreach, and Environmental Conservation Police. Together they administer the state's outdoor recreation programs and provide for the enforcement of fish and game regulations and boating laws. The Boating Division has three sections – the Navigation Safety & Boating Access section which is responsible for navigation safety and boat launch operations; the Regulatory section which is responsible for regulatory programs including abandoned vessels, marine dealers, and hull identification numbers; and the Education & Outreach section which is responsible for boater education, instructor training, boating safety outreach, and grant programs.


Selection Plan 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 . IMPORTANT INFORMATION AFTER YOU APPLY 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: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. 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 filling of your application, please contact Benjamin Beaudry at .
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 using Microsoft Office Suite including Word, Excel, Outlook, and Teams; Experience organizing and maintaining paper and electronic filing systems in an office setting; Experience operating office equipment, including copiers and scanners; Experience communicating information in person, on the phone, and in writing with co-workers, state or private agencies, and the public; Experience providing customer service assistance to co-workers, state or private agencies, and the public; Experience maintaining office supply inventories; Experience managing travel including planning, authorizations, and reimbursements; Experience with computer platforms for payroll, purchasing, and financial functions; Experience with recreational boating.