STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Western Connecticut State University

Recruitment #180418-3591CL-001

Introduction

This position is for Western Connecticut State University's Career Success Center, located on the Westside Campus at 43 Lake Avenue Extension, Danbury, CT.   Work hours will be Monday - Friday 8:30 a.m. - 5:00 p.m.  Must be available for occasional evening/weekend hours as needed. The incumbent will be responsible for the full range of administrative support duties for the Director as well as wide variety of functional coverage and back-up support as needed to the office staff.  Serves as a welcoming professional and student-centered first point of contact for students, alumni, faculty, staff and the regional employer base.  WCSU offers a comprehensive benefits package. Additional information on benefits can be found at www.wcsu.edu/hr/benefits.

Selection Plan

Applicants are required to upload a resume with their submission.  (Note: In order to upload documents you must ensure that your internet browser's 'pop-up' blocker is off.  Failure to do so may prevent you from being able to upload documentation and submit your application.)  Questions about these required documents should be directed to the hiring agency's human resources office: HRPositions@wcsu.edu.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for independently performing the most complex tasks in providing both office administration and secretarial support for a major program.

EXAMPLES OF DUTIES

Performs the most complex office administrative duties as described in the following areas:

1. TYPING: Using a personal computer or other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; proofreads for content; edits using knowledge of grammar, punctuation and spelling.

2. FILING: Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews references materials and manuals.

3. CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g. explaining department practices and/or policies) for own or manager's signature.

4. REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations.

5. INTERPERSONAL: Acts for manager by interpreting established policies and procedures, etc.; troubleshoots by relieving manager of as much administrative detail as possible; acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).

6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to supervisor.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); researches, assembles and coordinates meeting materials (e.g. charts, graphs, reports); writes minutes of meetings, lectures, conferences, etc. from rough draft; takes notes using shorthand, speedwriting or machine transcription; prepares expense accounts; makes travel arrangements.

8. OFFICE MANAGEMENT: Authorizes purchases and payments (within prescribed limits of authority); develops input and prepares documentation for office and/or department budget; coordinates budget control and monitoring; develops office and/or department procedural manuals; assists in interviewing and hiring office support staff; trains office support staff; may supervise office support staff; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of office administration and management; considerable knowledge of department and/or unit policies and procedures; considerable knowledge of proper grammar, punctuation and spelling; considerable knowledge of business communications; knowledge of business math; considerable interpersonal skills; ability to operate office equipment which includes personal computers and other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to manager).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Four (4) years' experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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

PREFERRED QUALIFICATIONS

Duties include, but are not limited to: comprehensive administrative support, which includes master scheduling for career events and student coaching/training, assisting with all aspects of events administrative/ management support to include major career fairs, maintaining customer relationship software and databases for students and employers, administrative support to experiential education and campus recruiting programs, serving as central point of contact for employers who wish to interact with staff and career services technology, assist with tracking budgets/revenue and initiating purchase requests, oversight of  student employee tasking and approval of time sheets, marketing support to career–related events, collecting money and tracking payment for events, processing incoming/outgoing mail and centralized email, answer/screen phone calls, word and spread-sheet processing, filing, correspondence initiation and coordination, early troubleshooting particularly with/for students in need, arranging for and coordination of meetings, orders and maintains office supplies and equipment. 

Robust use of career-software, related online and technological resources, and other capabilities used to support career programs is required.  Experience with the Microsoft Office, Outlook, Word, Excel, PowerPoint is required.

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.