Secretary 2(Hybrid)

Description

• Writes minutes of meetings, lectures, conferences, etc. from rough draft;
• Maintains, updates and reviews reference materials and manuals.
• Coordinate meetings, attend meetings, prepare meeting minutes and follow up to ensure minutes are approved by facilitator.
• Arranges and coordinates meetings (including space and equipment);
• Ordering supplies and keeping inventory of various resources.
• Process invoices and follow up with providers with any invoice discrepancies.
• Maintains time and attendance records;
• Assists in preparing and monitoring the office budget (e.g., compiles figures, reviews statistical reports, verifies expense items);
• Coordinates with others both within and outside of the organization on a variety of non-routine matters.
• Maintains an inventory of supplies and equipment;
• Orders supplies when necessary;
• Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports);
• Perform electronic file maintenance work including updating and maintaining computer files.
• Prepares expense accounts;
• Provides advice to callers regarding policy and procedures (e.g., citing a regulation to solve a specific problem);
• Greets and directs visitors;
• operate office suite software;
• Designs and initiates new forms and procedures to facilitate workflow;
• 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.;
• take notes (shorthand, speedwriting or other method acceptable to the supervisor).
• Assist other clerical with e-filing of legal/court document, Timesheet.
• Organizes and maintains files (including confidential files);
• Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
• operate office equipment which includes computers, tablets, and other electronic equipment;
• Completes, processes and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.);
• 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.
• Takes notes and/or meeting minutes;
• Designs office filing systems;
• schedule and prioritize office workflow;
• Answers phones and screens incoming calls;
• Screens letters, memos, reports and other materials to determine action required;
• Makes travel arrangements.
• Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included.
• May make recommendations to the supervisor.

Requirements

• Ability to communicate effectively and tactfully with staff and the public
• proper grammar, punctuation and spelling;
• oral and written communication skills;
• Experience in preparing meeting agendas, organizing logistics, taking accurate minutes, and tracking follow-up actions to ensure successful and productive meetings
• Ability to
• Considerable knowledge of
• Experience managing complex administrative tasks, including calendar coordination, travel planning, document preparation, and office operations
• interpersonal skills;
• Proofreads for content;
• 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.
• Experience handling highly sensitive and confidential information
• Edits using knowledge of grammar, punctuation and spelling.
• Experience in professional verbal and written communication, with the ability to interact effectively and diplomatically with diverse individuals at all levels
• business math;
• Knowledge of
• Experience in office software (e.g., Microsoft Office Suite, Google Workspace, TEAMS, ZOOM) and digital tools for scheduling, communication, and file management
• 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).
• Must be able to handle information of high level of confidential nature with discretion
• Experience with time management, multitasking, prioritization, and attention to detail in a fast-paced, deadline-driven environment

Benefits

• 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.
• 1st Shift | Hybrid
• A healthy work-life balance to all employees!
• Professional growth and paid professional development opportunities.

Training + Development

Interview process

Visa Sponsorship

Security clearance