Secretary 1
Perks & Benefits:
- Flexible schedule
The State of Connecticut, Department of Transportation (DOT) is currently seeking a Secretary 1, located in the Inventory Management division within the Bureau of Finance and Administration.
- Visit our new State Employee Benefits Overview page!
- 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.
- Join an award winning agency! CTDOT was recently awarded the Employer of the Year award by the Connecticut Society of Civil Engineers (CSCE) and named the Women's Transportation Seminar (WTS) CT Employer of the Year for 2024!
- First Shift, 7:30 AM to 4:00 PM.
- Full Time, 40 hours per week.
- Monday through Friday.
- Location: 660 Brook Street, Rocky Hill, CT.
The Secretary 1 will support four (4) Inventory Management Units located in Rocky Hill. The successful candidate will be responsible for:
- Answering and directing incoming telephone calls for all Inventory Management Units at the Central Warehouse.
- Greeting and directing visitors for all Inventory Management Units at the Central Warehouse.
- Reviewing inventory discrepancies and process inventory adjustments in CoreCT.
- Updating the unit organizational chart, phone directories, and warehouse delivery schedule.
- Processing all incoming and outgoing mail, including opening, sorting, and distributing to appropriate units and staff.
- Performing purchasing functions in CoreCT Financial System in accordance with Department and State Purchasing procedures and guidelines; preparing related reports and correspondence.
- Maintaining inventory and ordering office supplies.
- Contacting vendors to confirm Purchase Orders received.
- Sorting and organizing incoming storeroom documents; verifing invoice pricing to purchase orders.
- Maintaining, updating and reviewing Inventory Management reference materials such as contact lists and procedural manuals.
- Distributing fuel Prokees to customers in lobby; verifying Prokee encoding matches request form.
- Assisting all units with data entry, proofreading, and filing.
- Arranging and coordinating interviews on an as needed basis, requiring the maintenance of confidential records.
- Maintaining files and records for Inventory Management CDL drivers.
- Recording meeting minutes at bi-annual and bi-monthly meetings.
- Preparing annual travel authorization for designated Inventory Management staff.
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.
- In order to receive educational credits toward qualification for this job posting, 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 recruiter listed on this job posting.
- 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.
- 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.
- Please 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.
- 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 [email protected].
FOR ASSISTANCE IN APPLYING
- Please read or watch our Applicant Tips on How to Apply.
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.
- Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
- Read through this helpful link to prepare for your interview.
- The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
- Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. Should you have any questions pertaining to this recruitment, please contact Brittney Woodley at [email protected].
PURPOSE OF JOB CLASS (NATURE OF WORK)
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;
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
MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED
PREFERRED QUALIFICATIONS
- Experience using Financial Software such as PeopleSoft application – CoreCT.
- Experience with Microsoft Word, Excel, Outlook, Teams including composing correspondences and scheduling meetings.
- Experience organizing, prioritizing, and managing more than one task while meeting deadlines.
- Experience communicating with internal and external stakeholders.
- Experience with editing correspondence for proper grammar and punctuation.
- Experience with recording meeting minutes.
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