Job Description

The State of Connecticut, Department of Energy and Environmental Protection (DEEP) is recruiting for a full-time Secretary 1 position within the Bureau of Water Protection and Land Reuse (WPLR) in Hartford, CT.



The WPLR Bureau comprises three divisions - Land & Water Resources, Water Planning & Management, and Remediation - and the Office of Planning and Resilience, totaling 160 staff.

This position will join other Secretarial and Administrative staff in supporting the entire bureau and report to the Bureau Chief of WPLR.

WHAT WE CAN OFFER YOU

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Professional growth and development opportunities. A healthy work/life balance to all employees. Our state has a lot to offer - from fun activities for all ages, to great food and shopping, to beautiful state parks and forests, to our diverse cultures and rich history. Connecticut is a great place to live! Learn more about Connecticut here.

POSITION HIGHLIGHTS

The successful candidate will provide general secretarial support, perform skilled clerical work, and be comfortable learning and regularly using computer software and databases. This position will be responsible for:

Creating and maintaining electronic document records; Processing invoices, purchase orders, and other administrative forms; Arranging for Bureau travel and assisting with post-travel reimbursement forms; Posts notices and documents on the Department's internet websites, and Acting as a resource to staff and the public. This position is ideal for someone who is motivated, detail-oriented, able to prioritize work assignments, and capable of working without supervision.

ABOUT US

At the Connecticut Department of Energy and Environmental Protection (DEEP), we are dedicated to conserving, improving and protecting our natural resources and the environment- and increasing the availability of cheaper, cleaner and more reliable energy.

Selection Plan

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FOR ASSISTANCE IN APPLYING

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process.

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.

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 DAS.SHRM@ct.gov.

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

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 www.ct.gov/ethics.

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 Ben Beaudry at benjamin.beaudry@ct.gov.

Join the State of Connecticut and take your next career step with confidence!

PURPOSE OF JOB CLASS (NATURE OF WORK)

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In a state agency this class is accountable for performing a full range of secretarial support functions.

EXAMPLES OF DUTIES

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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

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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

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Two (2) years of experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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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

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Experience in the operation of Microsoft Suite, Adobe Acrobat Pro, and Zoom. Experience with organizing, managing, and processing electronic files and databases. Experience scanning documents and uploading to electronic document repositories. Experience interpreting information contained in document submittals and entering data into electronic file management systems. Experience responding to public information requests or compiling information in response to Freedom of Information Act requests. Experience with business math, processing invoices, purchase orders, travel authorizations, reimbursements, and administrative forms. Experience adjusting to shifting priorities. * Experience working in a team environment as well as independently.