Connecticut StateDepartment of Administrative Services

Office Assistant

Western Connecticut State University

Recruitment #180831-7086CL-001

Introduction

This position provides support to the Registrar's Office at Western Connecticut State University and is located on the Midtown Campus at 181 White Street in Danbury, CT.   The Registrar’s Office is a high-volume office where attention to detail and good student service is essential.  The office is responsible for: maintaining each student’s academic record, scheduling classes, registering students, processing grades, issuing transcripts and graduating students.  This position will share clerical support, as well as calendar management, front desk reception and telephone support for an office of eight (8) staff members, along with providing general support to the university community. 

Work hours will be Monday - Friday 8:00 a.m. – 4:30 p.m.  Evening hours may be required during busy times.   The incumbent will be responsible for the full range of clerical support duties, as well as wide variety of functional coverage for the front desk as needed.   Serves as a welcoming professional and student-centered first point of contact for students, faculty and staff. 

WCSU offers a comprehensive benefits package. Additional information on benefits can be found at www.wcsu.edu/hr/benefits/.  Starting salary is $40,901 for non-state of CT Clerical Union (NP-3) employees.

Selection Plan

Applicants are required to upload a resume in the "Resume" tab 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.

 

*New State Employees start at minimum salary range.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

EXAMPLES OF DUTIES

1. TYPING: Types a variety of materials in relation to other duties or as assigned; enters and retrieves data on personal computers and computer terminals.

2. FILING: Sets up and maintains office procedures, filing and indexing systems and forms for own use.

3. CORRESPONDENCE: Composes routine correspondence.

4. REPORT WRITING: Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).

5. INTERPERSONAL: Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority; responds to inquiries from other work units or departments/agencies; applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance; may lead lower level employees in carrying out assigned clerical functions.

6. PROCESSING: Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly; processes a variety of documents in determining routine case status; exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by phone or form letter; processes purchase requisitions/purchase orders for subsequent action; prepares payment lists and billing invoices; receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders; maintains billing control cards, files, journals or account ledgers by posting credits, expenditures, interest, etc.; figures payments, costs, discounts and adjustments using prescribed methods and formulas; receives monies in various forms such as cash, checks and money orders and prepares for deposit; maintains inventory and orders supplies; uses a variety of automated equipment to perform job functions; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Knowledge of office systems and procedures including proper telephone usage and filing; oral and written communication skills; skill in performing arithmetical computations; basic interpersonal skills; ability to perform a full range of clerical tasks; ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment; ability to operate office suite software; ability to schedule and prioritize workflow; ability to read and interpret complex instructions.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months of experience.

PREFERRED QUALIFICATIONS

Preference will be given to applicants who can demonstrate in their application:

1. Excellent written and verbal communication skills

2. Possess pleasant telephone and reception demeanor

3. Attention to detail, accuracy and proofreading skills

4. Proficiency in Microsoft Office including Outlook, Excel and Word

5. Experience with front-end reception & providing excellent customer service.

6. Experience with Banner and higher education preferred

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

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.







The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.