Executive Secretary at The Department of Children and Families in Hartford, Connecticut

Posted in Other 17 days ago.





Job Description:


Introduction



The Office of the State Treasurerexists to provide and ensure effective financial management of public resources, high standards of professionalismand integrity, and expanding opportunity for State of Connecticut residents and businesses.

Under the leadership of Connecticut's State Treasurer Shawn T. Wooden, the Office of the Treasurer (OTT) is dedicated to safeguarding the state's financial resources and taxpayers' dollars, while maximizing returns, minimizing risks and operating at the highest professional and ethical standards. Through investments and disbursements, the Office continues to enhance the State's fiscal stability, financial literacy, college savings, and its approach to leveraging business partnerships to combat social issues such as gun violence, climate change, and equal opportunity in economic growth that impact shareholder value.


We are accepting applications for the position ofExecutive Secretary. This full-time, (40 hours per week, Monday-Friday), position is locatedin Hartford, CT, and offersa competitive benefits plan that includes healthcare coverage, a retirement plan, as well as, paid time off! https://portal.ct.gov/DAS/smART/General-Employee-Benefits.

SCOPE OF WORK




The Executive Secretary will serve as the administrative assistant to the Deputy Treasurer. The Executive Secretary will support the Deputy Treasurer's work across all Treasury divisions and units in support of the work of the Office of the Treasurer. This isan appointed position in accordance with Connecticut General Statutes.




DUTIES AND RESPONSIBILITIES





  • The ideal candidate possesses excellent oral and written communication skills, with a keen eye for detail.


  • Strong foundational understanding of office administration and demonstrated ability to perform effectively, efficiently and accurately.


  • Serves as confidential secretary to an executive.


  • Performs administrative tasks for executive, including interaction with business contacts and constituents.


  • Compiles and coordinates workflow for action by executives.


  • Types a wide variety of correspondence and documents.


  • Schedules appointments and meetings.


  • Maintains files and records according to state library record retention requirements.


  • Performs special assignments, studies, and routine tasks as directed.


  • Screens incoming correspondence, distributes and follows up to ensure timely response.


  • Works across agency transmitting and receiving information on behalf of executive.


  • Reviews processes and/or procedures and recommends and implements when needed.


  • Other related duties as assigned.



Selection Plan



Applicants invited to interview may be required to submit additional documentation, which supports their qualification(s) for this position. These documents may include: cover letter, three writing samples and 3-5 references. In addition, performance reviews, supervisory references, college transcripts, licensure, etc., may also be requested, at the discretion of the hiring agency.


Should you have questions pertaining to any phase of this recruitment, please contact the hiring agency's human resources office: lorna.reid@ct.gov.



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


PREFERRED QUALIFICATIONS



* 3+ years of executive officer administrative support experience.


* 10+ years of office management experience.


* Considerable knowledge of English grammar, spelling, and punctuation.


* Proficient in the Microsoft suite of applications.


* High level interpersonal skills.


* Ability to follow complex instructions and function independently in an office environment.


* Knowledgeable of Treasury functions, procedures, programs, and regulations.


* Ability to positively interact with executives, co-workers, and general public.



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.