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Executive Secretary(Hybrid)

2 months ago

Hartford, United States State of Connecticut Full time

Introduction

The , is now seeking a highly motivated to support the vision of the Chief Workforce Officer and Chair of the Governor’s Workforce Council, in developing, refining, and executing a strategic vision of workforce development. 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 . Position Details: Full-time, 40 hours/week Monday-Friday Located in Hartford, CT Hybrid opportunity Position Responsibilities: This growing team is looking for an experienced and knowledgeable Executive Secretary to support a variety of Agency priorities, manage and assist preparations of OWS and GWC Communications, including regularly scheduled meetings, provide clerical and scheduling support for the Chief Workforce Officer and the OWS and GWC, at large, and assist in maintaining the office’s supplies and general needs. The Executive Secretary to the Chief Workforce Officer shall provide all clerical and secretarial support to the Chief Workforce Officer, the OWS, and the GWC. This includes, but is not limited to: Prioritizing and scheduling meetings and events Support the Agency in compliance for required actives (for example: posting public meeting materials online, maintaining the Governor’s Workforce Council database) Participate in records retention activities Administratively supporting public meetings (in-person and virtual)  Providing in-person event support, procurement of supplies and general office needs, Coordinate travel arrangements Gather and prepare documents in preparation of meetings and events Conduct research to inform strategic policy recommendations on workforce best practices to the Chief Workforce Officer and/or the Chief of Staff Author strategic communications (articles, case studies, social media, blogs) and marketing plans to promote and support the Agency Participate in special projects as needed by the Agency Work independently as well as with a team An ideal candidate will have excellent written and verbal communicator with strong project management skills, the ability to prioritize competing tasks, competency with Microsoft Office/related programming (Outlook, Word, Excel, PowerPoint), competency with online meeting platforms (Teams and Zoom) and strong attention to detail. An ideal candidate will also be effective, versatile, action-oriented and dedicated to efficient productivity. About Us: The Office of Workforce Strategy (OWS) is an independent public agency, with its administrative support provided by the Department of Economic and Community Development. The OWS is charged with influencing and operationalizing the statewide strategy for workforce in support of the Governor’s Workforce Council and with the support of related agency and statewide stakeholders.

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. Ensure that your application is complete and detailed before submitting it. In order to comply with , 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 . 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 Assistance In Applying: Please or our Applicant Tips on How to Apply Important Information After You Apply: 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. 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. The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at . 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 Hayley Newhouse, at

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

Experience creating meeting minutes and maintaining records for compliance or record retention purposes  Experience facilitating a public meeting and utilizing virtual meeting tools (including screen sharing and recording) Experience preparing communications on behalf of a C-Suite Executive Experience at scheduling competing priorities Experience with State procurement policies for purchasing goods or services  Experience preparing the paperwork and coordinating travel arrangements in accordance with State policy

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