Executive Secretary Job at State of Connecticut - Department of Social Services
State of Connecticut - Department of Social Services Hartford, CT 06105
$63,306 - $86,539 a year
Do you have experience providing high-level administrative support? We might just have the opportunity you’ve been looking for!
The Department of Social Services’ Deputy Commissioner’s office is recruiting for two positions in the role
Executive Secretary
.
We are seeking candidates who enjoy the ability to use creativity in solving problems, working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.
What we can offer you:
- To work for a Forbes top company: 'Forbes' State of Connecticut Ranked - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule.
- Industry leading health benefits, including medical and dental coverage.
- Extensive pension plan and supplemental retirement offerings.
- Paid time off - including 13 paid holidays per calendar year.
- Professional growth and paid professional development opportunities.
- A balanced work-life.
About the role:
The Executive Secretary will report directly to the Deputy Commissioner/Chief Strategy Officer or the Deputy Commissioner of Finance and Administration providing executive support in a one-on-one working relationship. The Executive Secretary serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office(s) of the Deputy Commissioner. This includes serving as a liaison to the senior management teams as well as organizing and coordinating executive outreach with external partners and oversees special projects.
What you will do:
- Complete a broad variety of administrative tasks.
- Support the management of time and attendance for Deputy Commissioner and senior management personnel.
- Manage an active calendar of appointments.
- Compose and prepare correspondence (some confidential in nature).
- Prepare meeting agendas, meeting minutes, and bring outstanding action items to closure.
- Arrange travel plans, itineraries, and compile travel related documents and employee reimbursements.
- Communicate directly, and on behalf of the Deputy Commissioner Office, with state agency executive. leaders, board members, community action partners, internal senior management, and agency staff.
- Research and prioritize follow up actions on incoming issues and concerns including those of a sensitive and/or confidential nature.
- Assist the Deputy Commissioner with compiling the appropriate course of action, referral, or response.
- Work closely and effectively with the Commissioner/ Deputy Commissioner to ensure they are well informed of upcoming commitments and responsibilities and following up appropriately.
- Provide leadership to build relationships crucial to the success of the Deputy Commissioner Office, and
- manage a variety of special projects, some of which may have organizational impact.
- Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
- Serve as a bridge in providing smooth communication between the Commissioner’s Office and internal departments while demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Senior Management Liaison
- Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
- Assist in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
- Facilitate cross-divisional coordination of travel and outreach plans.
- Communication, Partnership, and Outreach.
- Ensure that the Deputy Commissioner’s bio, organization charts are routinely updated to facilitate responses to requests for materials regarding the Commissioner/ Deputy Commissioner organization.
- Develop and edit first draft for written communications to external partners and stakeholders.
P
osition highlights:
- Work Schedule: Full-time, Monday through Friday, 40 Hours Per Week
- Work Hours Per Week: 40 hours/week.
- Work Shift: First
- Location: Hybrid, Central Office at 55 Farmington Avenue, Hartford, CT.
Selection Plan
- The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
- Please note that DSS takes part in the E-Verify system, which is a web-based system that allows enrolled employers to confirm the eligibility of their employees to work in the United States.
- 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.
- Please visit our Applicant Tips on How to Apply page.
- Should you have questions pertaining to this recruitment, please contact Liz Weston at elizabeth.weston@ct.gov.
- 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 DAS.SHRM@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
- Bachelor's Degree or 5 years of supporting executive leadership in the capacity of Executive Secretary or Office Manager.
- 5 years of experience using Microsoft Office tool suite including Outlook, Word, Power Point, and Excel.
- Experience with virtual office tools such as Zoom and Teams.
- Experience with social media platforms such as Twitter, Instagram and Facebook.
- Experience communicating effectively in writing as appropriate for the needs of the audience.
- Experience talking to others to convey information effectively.
- Non-profit and/or state government experience.
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