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Executive Secretary

2 months ago

Hartford, United States State of Connecticut Full time

Introduction

The exists to provide and ensure effective financial management of public resources, high standards of professionalism and integrity, and expanding opportunity for residents and businesses. We are recruiting for an to support the Debt Management Division. POSITION HIGHLIGHTS: Full Time, 40 hours per week 1st Shift, Monday - Friday Centrally located in downtown Hartford, close to major highways  WHAT WE CAN OFFER YOU: Work for a Forbes top company -  ‘Forbes’:  , providing you with peace of mind and access to quality healthcare. Robust pension plan and supplemental retirement offerings to secure your financial future. Generous paid time off, including vacation days, sick leave, personal days, and 13 holidays per calendar year. We are an eligible , which means you may be eligible to have qualifying student loans forgiven after 10 years of service. A culture that recognizes the importance of . Opportunities to invest in your professional growth and development with training programs, tuition reimbursement, and opportunities for advancement within the State of Connecticut. Connecticut is a strong community with a lot to offer in entertainment, food and shopping, recreation in our beautiful state parks and forests, diverse culture, and rich history.  THIS JOB IS FOR YOU IF: You thrive in a confidential and discretionary environment. You have experience multi-tasking and working under multiple/tight time constraints. You have a general understanding of State government and the legislative process. You are detailed-oriented, especially with grammar and the formatting of documents. DISCOVER THE OPPORTUNITY TO: Schedule and coordinate meetings between Division management and over 50 outside vendors. Schedule annual meetings between the Division and 19 State agencies, along with their key officials. Maintain the Assistant Treasurer's calendar. Maintain, update and manage listing of current and prospective vendors. Respond to investors and other parties. Assist with the processing of invoices with the Business Office. Be responsible for preparing/editing/formatting various types of documents (memos, reports, letters). ABOUT DEBT MANAGEMENT: Debt Management is the public finance department for the State and is responsible for issuing and managing the State's debt in a prudent and cost-effective manner. The Division issues bonds to finance state capital projects, manages debt service payments and cash flow borrowing, maintains the State's rating agency relationships, and administers the Clean Water and Drinking Water loan programs.

Selection Plan

For assistance in applying, please visit our '' page APPLYING FOR THE POSITION For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e. Executive, Judicial or Legislative) to the other. To be considered for this job opening, you must meet the Minimum Qualifications listed on the job opening. The minimum experience and training requirements must be met by the close date of the job opening, unless otherwise specified. You must specify your qualifications on your application.  Ensure that your application is complete before submitting it. To comply with , the State of Connecticut no longer requests resumes during the initial application process. Once your application is submitted into the JobAps system, you cannot make revisions. To receive educational credits toward qualification for this job posting, the institution must be accredited. For institutions located outside of the U.S., you must provide documentation from a recognized USA accrediting service specializing in determining foreign education equivalencies to the recruiter listed on this job posting. All application materials must be received by the recruiting agency by the specified deadline. Late applications will not be considered. Candidates may request a rare and documented exception for events that incapacitate them during the entire duration of the job posting period by providing a legally-recognized justification to accommodate such an exception. Requests may be made to . WHAT TO EXPECT AFTER APPLYING Applicants will receive correspondence via email and are also encouraged to monitor their Personal Status Board daily for status updates, notices, and tasks required in the recruitment process. Some postings may require additional referral questions (RQs). You will receive an email with these questions after the posting’s closing date. Check your email and Personal Status Board for notifications, including your spam or junk folders.  You may be required to submit additional documentation supporting your qualifications at any point during the recruitment process. The documentation may include a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, or licensure, at the discretion of the hiring agency. The immediate vacancy is listed above, but your application may be considered for future vacancies in this job class. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position and submit timely and satisfactory responses to RQs (if any). Candidates offered a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees, available at . CONNECT WITH US Due to the high volume of applications, we cannot confirm receipt or status during the recruitment process. Updates will be available through your JobAps portal account.  If you have any questions about this recruitment, please contact Johnette Tolliver at .  Follow the State of Connecticut on to stay updated on our career opportunities and news.

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

Minimum of seven (7) years as an Executive Secretary, handling confidential information. Experience multi-tasking in a busy office environment and keeping track of office and professionals' calendars. Experience utilizing Microsoft Word and Excel, especially merge documents. Experience maintaining organized electronic and hardcopy files. Thorough and meticulous, especially with grammar and formatting documents. Experience handling multiple priorities under tight timeframes.

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