DCJ Secretary 2

Introduction

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 2 for the New Haven Judicial District State's Attorney's Office at both the Juvenile Matter's Office located at 239 Whalley Avenue and GA# 23 located at 1221 Elm Street in New Haven, CT. The primary location will be in Juvenile Matters with additional responsibilities at GA#23 based upon operational needs, but no less than the equivalent of 2 full days per pay period.

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 5315.

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

What We Can Offer You:

• Visit our new State Employee Benefits Overview page!
• The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked One of the Best Employers of 2023 - 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 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 requiring independent judgment and an understanding of organizational policies and procedures.

EXAMPLES OF DUTIES

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

TYPING:

• Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, briefs, motions, 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 letters/memoranda, etc. for own or supervisor's signature.

REPORT WRITING:

• Compiles information from a variety of sources and prepares narrative or statistical reports (e.g., number of cases tried, number of warrants, number of attending officers, etc.).

INTERPERSONAL:

• Greets and directs visitors;
• Screens calls, visitors and mail;
• Responds to requests for information on policies, rules and regulations, programs, and procedures;
• Interprets general policies and procedures in response to inquiries;
• Coordinates with others both within and outside of the Division on a variety of non-routine matters;
• May conduct pre-screening interviews with clients, potential clients, petitioners or complaining witnesses;
• May make initial recommendation to supervisor regarding referral to public or private agencies.

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 using shorthand, speed writing or computer transcription;
• Takes and transcribes dictation;
• Prepares expense accounts;
• Makes travel arrangements.
• May attend meetings and take and transcribe verbatim all comments and motions and prepare an index for the official proceedings of the body served.

OFFICE MANAGEMENT:

• Maintains an inventory of supplies and equipment;
• Orders supplies when necessary;
• Completes, processes and maintains paperwork for purchasing (i.e., orders, requisitions, invoices, etc.);
• Maintains time and attendance records;
• Assists in preparing and monitoring office budget (e.g., compiles figures, reviews statistical reports, verifies expense items);
• May delegate clerical work to staff and review work for accuracy, completeness, timeliness and conformance to standards;
• May perform clerical, accounting or bookkeeping duties, including petty cash;
• 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;
• the Division's policies and procedures;
• business math;
• Skills
• interpersonal skills;
• oral and written communication skills;
• Ability to
• schedule and prioritize office workflow;
• operate office equipment which may include computers, tablets, and other electronic equipment;
• take notes (shorthand, speed writing, or other method acceptable to the supervisor) at 80 wpm;
• type at a net speed of 50 wpm.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years of experience in office support or secretarial work at the level of a DCJ Clerk.

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, along with 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

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.