Secretary 2

 

The University of Connecticut Public Safety Division is seeking candidates for the position of Secretary 2.  Working under the general supervision of an Associate Director of Public Safety, the Fire Chief or designee, the Secretary performs a full range of secretarial support for the Fire Marshal and Building Inspectors Office. Duties include serving as a personal secretary and other complex administrative support functions, to include office management, maintenance of records, serving as a primary liaison to customers of the Fire Marshal and Building Inspectors Office, and other similar duties. The work location is in Storrs at the Fire Marshal’s Office.  

This is a full-time permanent position with a current work schedule of five (5) 8-hour day shifts from 08:00hrs – 17:00hrs. In limited circumstances, additional hours on evenings or weekends may be required to support the needs of the department which is compensated by overtime. The starting (entry-level) salary for this position is $46,721, in addition to a comprehensive benefits package that includes retirement and full medical/dental insurance benefits.

In order to be considered for this job opening, you must meet the minimum qualifications as listed on the job opening and must specify your qualifications on your application. Applicants are required to upload a cover letter, resume, and the names and contact information of three (3) professional references 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 pertaining to these positions should be directed to UConn HR’s Services Unit phone number, 860-486-3034.

In a state agency this class is accountable for independently performing a full range of secretarial support functions requiring an understanding of organizational policies and procedures.

Incumbents perform a variety of secretarial duties as illustrated 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 reference materials and manuals.

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

4. REPORT WRITING: Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included.

5. INTERPERSONAL: Greets and directs visitors; answers phones and screens incoming calls; provides advice to callers regarding policy and procedures (e.g. citing a regulation to solve a specific problem); coordinates with others both within and outside of the organization on a variety of non-routine matters.

6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to the 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: 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; assists in preparing and monitoring the office budget (e.g. compiles figures, reviews statistical reports, verifies expense items); designs and initiates new forms and procedures to facilitate workflow; performs related duties as required.

Considerable knowledge of office systems and procedures; considerable knowledge of proper grammar, punctuation and spelling; knowledge of business communications; knowledge of department's/unit's policies and procedures; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which includes personal computers other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor).

Three (3) years' experience above the routine clerk level in office support or secretarial work.

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

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 two (2) years.

Experience in a University or academic setting; experience in Public Safety administration (Fire, Emergency Medical Services, Fire Marshal’s Office, Building Inspectors Office, etc.) or closely related field; experience evaluating existing office conditions and workflow, designing and implementing changes to improve efficiency and reliability; high level of motivation and initiative; ability to work under pressure.

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp

Information concerning the University’s policies regarding the Cleary Act Statement, Non-Discrimination Policy, Accommodations for Applicants with Disabilities and Recruiting Veterans can be found on UConn’s Job page at:  https://hr.uconn.edu/jobs/ 

The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty and staff. The diversity of students, faculty and staff continues to increase, as does the number of honors students, valedictorians and salutatorians who consistently make UConn their top choice. More than 100 research centers and institutes serve the University’s teaching, research, diversity, and outreach missions, leading to UConn’s ranking as one of the nation’s top research universities. UConn’s faculty and staff are the critical link to fostering and expanding our vibrant, multicultural and diverse University community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities and members of traditionally underrepresented populations.

 

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.