Secretary 1

2024-08-08 | State of Connecticut - Department of Transportation | Other | Connecticut | United States

Perks & Benefits:

Location:
660 Brook Street, Rocky Hill, CT 06067
Privileges:
  • Flexible schedule
Are you self motivated?
Do you enjoy working in collaborative and forward-thinking environments?
If so, read below and apply today!

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.


WE CAN OFFER YOU
  • 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!
POSITION HIGHLIGHTS

  • 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 ROLE
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.
ABOUT US
As one of Connecticut’s largest State agencies, DOT employs approximately 3,200 individuals statewide in five distinct bureaus. It is our mission to provide a safe, accessible, and efficient multimodal transportation network that improves the quality of life and promotes economic vitality for the State and the region. We have a significant transportation infrastructure system that is essential to maintaining mobility for Connecticut residents and businesses and supporting economic and community development while preserving environmental and cultural resources. The Department of Transportation is committed to cultivating a diverse staff that is representative of the communities we serve. Applications from individuals having diverse backgrounds and life experiences are strongly encouraged.

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.
CONNECT WITH US
  • 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)

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 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.

Find out more jobs in Other, Connecticut (CT), United States (US)

38 Jobs Found

Contracts Coop (Spring/Summer 2025)(Onsite)

Collins Aerospace

2024-08-30Windsor Locks, CT

Date Posted: 2024-07-31 Country: United States of America Location: 01: Building 01 Windsor Locks One Hamilton Road, Windsor Locks, CT, 06096 USA Position Role Type: On...

General Trades Worker (37.5 Hour)

State of Connecticut - State Colleges & Universities - Board of Regents

2024-08-30New Britain, CT

Located in New Britain, CT, Central Connecticut State University (Central) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Col...

Contracts and Procurement Specialist (Hybrid)

Raytheon Research Center

2024-08-26411 Silver Lane, East Hartford, CT 06118

Date Posted: 2024-06-26 Country: United States of America Location: RC1: United Tech Research Center 411 Silver Lane, East Hartford, CT, 06108 USA Position Role Type: H...

Secretary 2 ((Institutional Advancement))

State of Connecticut - State Colleges & Universities - Board of Regents

2024-08-24New Haven, CT

Southern Connecticut State University (SCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities. We are c...

Office Assistant (Bilingual | English/Spanish) (Part Time | Office/On-site)

State of Connecticut - Department of Mental Health & Addiction Services

2024-08-2234 Park Street, New Haven, CT 06519

Are you Bilingual in English/Spanish? Are you looking for an exciting opportunity to make a real impact? Join us and be part of a revolutionary team shaping the future! ...

Staff Technician, Logistics (Onsite)

Collins Aerospace

2024-08-18Windsor Locks, CT

Date Posted: 2024-06-14 Country: United States of America Location: 02: Building 02 Windsor Locks One Hamilton Road, Windsor Locks, CT, 06096 USA Position Role Type: On...

PT Clerk - Bake Off

Stop & Shop

2024-08-181739 Ellington Road, South Windsor, CT 06074

PT Clerk - Bake Off - 0699 Posting Date: 8/16/2024 Location: South Windsor, CT Category/Area of Expertise: Retail Operations Address: USA-CT-South W...

Victim Witness Assistant (Office Automation)

US Executive Office for U.S. Attorneys and the Office of the U.S. Attorneys

2024-08-14157 Church St, New Haven, CT 06510

Duties If selected for this position, you will join a well-respected team in the Victim Witness Unit responsible for the District's Victim Witness program. Typical work assi...

Repair Technician III, 2nd Shift (Onsite)

Collins Aerospace

2024-08-11Windsor Locks, CT

Date Posted: 2024-06-05 Country: United States of America Location: 02: Building 02 Windsor Locks One Hamilton Road, Windsor Locks, CT, 06096 USA Position Role Type: On...

Secretary 1

State of Connecticut - Department of Transportation

2024-08-08660 Brook Street, Rocky Hill, CT 06067

Are you self motivated? Do you enjoy working in collaborative and forward-thinking environments? If so, read below and apply today! The State of Connecticut, Depar...

Page 1 of 4