Assistant to the State Librarian (Executive Secretary)

Are you an administrative professional looking for the next step in your career?

If so, we encourage you to read the posting below and apply today!

The Connecticut State Library (CSL) is accepting applications for an Assistant to the State Librarian (Executive Secretary) in Hartford, CT.

WHAT WE OFFER

* Visit our newState Employee Benefits Overview page!

• Professional growth and development opportunities
• A healthy work/life balance to all employees
• Onsite parking available at the State Library in Hartford

POSITION HIGHLIGHTS

• Full time, 40 hours per week
• Monday through Friday schedule
• First shift, 8 am to 4:30 pm
• Located in Hartford, CT
• This hybrid position is eligible to apply for telework in accordance with the Telework Policy. The Policy can be found HERE.
• Incumbents in this class shall be appointed in accordance with Section 5\-198(11\) of the Connecticut General Statutes.

THE ROLE

We are seeking a highly organized and motivated Assistant to the State Librarian who plays a critical role in the efficient functioning of Agency activities, including providing administrative and clerical support for the Agency Head; acting as a liaison between Agency Head and agency staff, external organizations, and the public; managing and assisting preparations of Agency communications; administratively supporting regularly scheduled meetings and events; and acting as office manager.

The successful candidate will possess excellent written and verbal communicator with strong project management skills, the ability to prioritize competing tasks, competency with Microsoft Office/related programming (Outlook, Word, Excel, PowerPoint), competency with online meeting platforms (Teams and Zoom), strong attention to detail, and the willingness to embrace and learn new systems and tasks. They are discrete, effective, versatile, action\-oriented, and dedicated to efficient productivity. They anticipate the Agency Head’s needs and act as a strategic partner.

The Assistant to the State Librarian shall provide all administrative and clerical support to the Agency Head.

This includes, but is not limited to:

• Acting as confidential secretary and receptionist to State Librarian;
• Managing the State Librarian’s daily and long\-term schedule and ensuring the State Librarian is informed of daily commitments and briefings; coordinating travel arrangements for the State Librarian;
• Gathering and preparing documents to aid State Librarian’s participation in meetings and events;
• Conducting research to inform strategic policy recommendations to the State Librarian;
• Authoring strategic communications (e.g. email, social media, blogs) and marketing materials to promote and support the Agency;
• Acting as a liaison between the State Librarian and Agency leadership, staff, external organizations, and the public;
• Act as a confidential liaison between State Librarian and others on personnel matters (e.g. committee activities, employee training and recognition, on/offboarding, policies and procedures);
• Administratively supporting public meetings (in\-person and virtual) in compliance with state requirements;
• Scheduling and supporting other meetings and events for the State Librarian and the Agency;
• Maintaining an organized filing system for important documents and correspondence and participating in records retention activities;
• Acting as office manager, procuring supplies, and ensuring general office needs are met;
• Participating in special projects as needed by the Agency;
• Working independently as well as with a team.

Selection Plan

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Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit for additional support throughout the recruitment process.

BEFORE YOU APPLY:

* Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.

* Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below by the closing date on the job posting.

* Resume Policy: Per Public Act 21\-69, resumes are not accepted during the initial application process. As the recruitment process 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.

* Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.

* Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing DAS.SHRM@ct.gov.

* Salary Calculations: 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.

* Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.

AFTER YOU APPLY:

• Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your Personal Status Board regularly. For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select “Update My Contact Information.”

* Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).

* Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression!

* Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.

• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

* Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 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, available at www.ct.gov/ethics.

QUESTIONS? WE’RE HERE TO HELP:

Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Jasmyn Raymond at Jasmyn.Raymond@ct.gov.

Join the State of Connecticut and take your next career step with confidence!

PURPOSE OF JOB CLASS (NATURE OF WORK)

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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

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• 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

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• 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

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• Experience providing direct, confidential administrative support to an agency head, public official, C\-Suite Executive, or non\-profit organization.
• Experience organizing in\-person and virtual meetings, taking and preparing reports and minutes, and maintaining records for compliance or record retention purposes.
• Experience managing multiple high\-priority tasks simultaneously while producing accurate work and meeting deadlines.
• Experience using office technology (Outlook, Word, Excel, and intranet/website) to complete complex tasks.
• Experience developing relationships within and between organizations to increase communication and build consensus.
• Experience with state government procedures and protocols.