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DCJ Secretary 1

New Haven, United States

Introduction:

The State of Connecticut, Division of Criminal Justice (DCJ) is responsible for the investigation and prosecution of all criminal matters in the State of Connecticut. It is an independent agency of the executive branch of state government, established under the Constitution of the State of Connecticut. The Division is composed of the Office of the Chief State's Attorney, located in Rocky Hill, Connecticut, and the Offices of the State's Attorneys for each of the thirteen Judicial Districts in the State of Connecticut.

About this Position:

We are recruiting for a full-time DCJ Secretary 1 for the New Haven Judicial District GA# 23 located at 121 Elm Street in New Haven, CT.

This position works Monday through Friday, based on a 37.5-hour work week, with core hours of 8:00am - 5:00pm. The position # is 5211.

NOTE: The incumbent will be required to complete a background check prior to the start date.

What We Can Offer You:

Explore our comprehensive State Employee Benefits Overview to see what we offer
Enjoy endless opportunities for professional growth and development
Embrace a healthy work/life balance tailored to all employees

About Us:

The Division of Criminal Justice (Division) and its employees are committed to the fair and equal administration of justice in Connecticut. To this end, the Division acknowledges its duty to investigate and prosecute matters within its jurisdiction diligently, ethically and impartially, honoring its constitutional and common law foundations. By ensuring that the criminal laws of the State of Connecticut are enforced fairly and constitutionally, the Division honors the rule of law upon which our nation is founded. Accomplishing this mission depends upon skill, creativity, and constructive interaction of all Division employees with the law enforcement community and advocacy in the highest traditions of the Office of State's Attorney, the first public prosecutor in America.

Selection Plan

FOR ASSISTANCE IN APPLYING:

Please read or watch our Applicant Tips on How to Apply!

To Apply:

The only way to apply to this job posting is via the "APPLY" or "APPLY ONLINE" buttons on the official State of Connecticut Online Employment Center job posting.
In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the closing date on the job opening, unless otherwise specified.
You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
Resume Policy: Per Public Act 21-69, C.G.S. 46a-60, resumes are not accepted during the initial application process. As the recruitment progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.
NOTE: 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.

After You Apply:

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 DCJ.HR@ct.gov.
All communication with applicants will be through the JobAps system, so applicants are encouraged to check for updates to their JobAps portal account. Please ensure that you are utilizing the correct email address for notices to be sent to you from the JobAps system. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. Helpful Tips to prepare for your interview.
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 www.ct.gov/ethics.

Contact Us:

Updates will be available through your JobAps portal account. Questions about this position should be directed to the hiring agency's human resources office: DCJ.HR@ct.gov or 860-258-5800.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In the Division of Criminal Justice this class is accountable for performing a full range of secretarial support functions.

EXAMPLES OF DUTIES

Incumbents perform a variety of secretarial duties as illustrated in the following areas:

TYPING:

Using a computer, tablet, or other electronic equipment, formats and types a full range of correspondence, reports, briefs, motions, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.;
Proofreads for content;
Edits using knowledge of grammar, punctuation and spelling.

FILING:

Designs office filing systems;
Organizes and maintains files;
Maintains, updates and reviews documentation as required;
Logs documents and maintains dockets.

CORRESPONDENCE:

Composes routine letter/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.

REPORT WRITING:

Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).

INTERPERSONAL:

Greets and directs visitors;
Screen calls, visitors and mail;
Responds to routine requests for information on policies, rules and regulations, programs and procedures.

PROCESSING:

Receives and reviews various reports and forms for accuracy and completeness;
Processes reports and forms;
May prepare and process fiscal and personnel documents.

PERSONAL SECRETARY:

Arranges and coordinates meetings and conferences;
Schedules appointments;
Processes confidential matters;
Takes notes and/or meeting minutes;
Takes and transcribes dictation;
Prepares expense accounts;
Makes travel arrangements;
May attend meetings and take and transcribe minutes of proceedings.

OFFICE MANAGEMENT:

Maintains an inventory of supplies and equipment;
Orders supplies when necessary;
Completes, processes and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.);
Maintains time and attendance records;
Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of
- office systems and procedures;
- proper grammar, punctuation and spelling;
Knowledge of
- business communications;
- business math;
Skills
- interpersonal skills;
- oral and written communication skills;
Ability to
- schedule and prioritize office workflow;
- operate office equipment which may include word processors, computers, tablets or other electronic equipment;
- take notes (shorthand, speedwriting or other method acceptable to the supervisor);
- type at a net speed of 50 wpm.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of experience above the routine clerk level in office support or secretarial work.

NOTE: Bargaining unit employees are required to serve a minimum of five (5) years as a DCJ Senior Clerk prior to consideration for promotion to DCJ Secretary 1.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training in the secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of one (1) year.

PREFERRED QUALIFICATIONS

Candidates who demonstrate the following will be given preference:

Strong organizational skills
Excellent interpersonal communication skills
Professional demeanor, even when confronted with calls or visits from frustrated individuals
Experience working as a team player in a fast-paced environment, with limited errors
Considerable experience with office technology, specifically Word, Excel, and PowerPoint and the willingness to embrace and learn new systems and software
Customer service experience
Prior experience working in a legal office/courthouse or for a law enforcement agency

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