Secretary 1(Office/On-site)

Overview

Provides full-range secretarial support in a state agency office.

Key Responsibilities

• office suite
• data reporting
• file management
• meeting coordination
• travel arrangements
• supply ordering

Tasks

-Maintains time and attendance records; -Takes notes and/or meeting minutes; -Makes travel arrangements. -Designs office filing systems; -Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature. -Greets and directs visitors; -schedule and prioritize office workflow; -operate office suite software; -Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month). -Scans correspondence; -Arranges and coordinates meetings (including space and equipment); -Writes minutes of meetings, lectures, conferences, etc. from rough draft; -Pulls and attaches related materials; -operate office equipment which includes computers, tablets, and other electronic equipment; -Prepares expense accounts; -Completes, processes, and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.); -Organizes and maintains files (including confidential files); -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. -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.; -Answers phones and takes messages; -Maintains, updates and reviews reference materials and manuals. -Reviews, routes and prioritizes mail. -take notes (shorthand, speedwriting or other method acceptable to the supervisor). -Maintains an inventory of supplies and equipment; -Orders supplies when necessary;

Requirements

• ct-train
• outlook
• saba
• e-maintenance
• pivot tables
• time management

What You Bring

-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). -Experience working with CT-Train -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. -Organized, resourceful, and strong time management skills; -Proofreads for content; -Edits using knowledge of grammar, punctuation and spelling. -Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit). -Experience in preparing and collating reports, calendars, presentations, forms, and surveys -Ability to use resources and critical thinking skills to find out-of-the-box solutions -Knowledge of -Experience with Scheduling Calendars -Excellent oral and written communication skills; -The ability to remain calm and multitask while effectively managing a high volume of work; -Strong interpersonal skills; -Experience organizing data into graphs, pivot tables and/or charts -Considerable knowledge of -Experience with data entering and reporting -Experience fielding calls to employees in decentralized locations -Experience With Outlook calendar management (organizing and scheduling meetings, as well as, sending meeting invitations -Experience organizing departmental events (meetings, gatherings, trainings, special events, etc.) -Experience in preparing an agenda and taking meeting minutes -Experience managing inventory and ordering supplies -proper grammar, punctuation and spelling; -business math; -oral and written communication skills; -The understanding of and ability to meet time sensitive deadlines and to prioritize; -Experience working with SABA and E-Maintenance -Attention to detail, demonstrating thoroughness and accuracy; -interpersonal skills; -Ability to -Worked in a hospital setting;

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Benefits

-Regular Days Off | Saturday & Sunday -The State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information. -Professional growth and paid professional development opportunities. -A healthy work-life balance to all employees!

About Connecticut Department Of Administrative Services

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Sector Specialisms

Interview Process

-interviews are limited to candidates whose experience and training best match the role; a preparation guide is provided.