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Executive Secretary(Office/On-site)

2 months ago

Hartford, United States State of Connecticut Full time

Introduction

The , Department of Children and Families () Commissioner's Office is seeking a highly motivated .  We are seeking an experienced and exceptionally organized administrative professional who enjoys working in a fast-paced, mission-driven environment. The Executive Secretary will provide executive support to the DCF Commissioner and / or other members of the DCF Executive Team.  What We Can Offer You :
Visit our new page The opportunity to work for a Forbes top company: 'Forbes' - 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 . Priority areas of the position include but are not limited to: Manage the active scheduling of meetings and events for identified executive.  Research and prioritize follow-up actions on conflicts, concerns or barriers to completing requests. Monitor, triage, delegate, respond and track email and other written communication. Schedule and arrange large meetings and conferences both in-person and virtual. Work closely with identified executive to ensure they are well informed of upcoming commitments and responsibilities with all necessary information. Organize, coordinate, take minutes and transcribe confidential information during various executive and senior level meetings. Type a wide variety of correspondence, notes, memorandums, drafts, transcripts, and forms. Organize and maintain physical and electronic files, logs, and records. Act as a receptionist and provide other daily administrative support to the DCF Commissioner's Office. Who we are: We are partnering with communities and empowering families to raise resilient children who thrive, sharpening the safety focus through prevention across the child welfare system. We are proud of our diverse and dedicated workforce who strive every day to meet the needs of those we encounter. Currently we are seeking individuals who are looking to advance their career and make a difference Position details: Full-time  First shift 40-hour per week in-person position.  The schedule is Monday - Friday. At times the role will require communication during evenings and weekends.

Selection Plan

Please visit our '' page or view our . The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 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.  In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. 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 question'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.  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, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. Applicants must meet the minimum qualifications as indicated to apply for this position.  Should you have questions pertaining to this recruitment, please contact Liz Pinette at . This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. 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 . 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. Read through this helpful link to .

PURPOSE OF JOB CLASS (NATURE OF WORK)

Acts as personal secretary and provides office management to the administrative head and/or to each undersecretary or deputy to such head of a department or institution as authorized by Section 5-198(11) of the Connecticut General Statutes.

EXAMPLES OF DUTIES

Acts as confidential secretary to an executive;  Relieves superior of administrative details through interaction with the public and routine contacts with other state executives;  Complies and coordinates data for action by superior;  Takes and transcribes confidential correspondence from supervisor or at meetings and/or hearings;  Types a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms following proper format;  Prepares own letters or reports and advises superior of appropriate action taken on routine matters;  Schedules appointments and arranges meetings;  Acts as receptionist; Maintains and checks records and files;  Performs special assignments, studies and routine administrative functions as specifically directed;  Screens incoming correspondence, refers to appropriate staff and follows up to insure timely response;  May supervise a clerical staff assigning work and following up to insure completion;  May transmit to or request information from agency staff for agency head;  Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of office administration and management; functions, procedures, programs and regulations of relevant organizational unit; English grammar, spelling and punctuation; Considerable interpersonal skills;  Ability to interact effectively with supervisor, co-workers and general public; work independently on administrative tasks and make decisions within framework of departmental policies; follow complex instructions; take accurate and complex dictation; Supervisory ability.

PREFERRED QUALIFICATIONS

Five (5) years of experience providing high-level administrative support to government Commissioners, executives, or other C-suite leaders, Experience supervising and managing a team of clerical staff. Proficiency with the Microsoft Office suite of products, including Outlook, Excel, and Teams. Experience in a human service organization.

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.

Overview

Employee Benefits As a State of Connecticut employee you may be entitled to a host of benefits that are not only attractive, but also may be portable should your career bring you to other avenues of state service. From 13 paid holidays to accruing vacation time, being a State of Connecticut employee not only gives you the opportunity to make a difference in someone’s life, but the time to enjoy your own. Listed below are just some of the benefits the State of Connecticut offers depending on the position you hold: Health & Dental Insurance Accrued Vacation, Personal and Sick Leave (Subject to the appropriate bargaining union contract or state statute and regulations.) Retirement Plan Group Life Insurance Supplemental Benefits Voluntary Defined Contribution Plans Flexible Spending Accounts (Dependent Care Program, Medical Flexible Spending, and Qualified Transportation) Supplemental Benefits Programs (Auto and Home Insurance, plus Short and Long Term Disability) Life Insurance State of CT Tuition Reimbursement Program Holidays