Connecticut StateDepartment of Administrative Services

Secretary 1

Recruitment #190910-6976CL-002

Introduction

Capital Community College (CCC) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities.  As one of the State of Connecticut institutions of higher learning, CCC is a community of learners dedicated to helping students accomplish and exceed their goals.  Located in the heart of our capital city of Hartford, CT, our downtown location and partnerships with cultural institutions, businesses and government provide students with a rich learning experience that is stimulating, with access to jobs and internships students won’t get anywhere else. 

We are currently seeking applications for a Secretary 1 in the Continuing Education and Workforce Development Division.  .  This is a 40 hours per week position, with a  Monday through Friday, 8:00 a.m to 5:00 p.m. work schedule. 

Supporting the Dean of Continuing Education and Workforce Development, the incumbent in this position will be required to perform a variety of high level administrative duties that support the Dean of Continuing Education and Workforce Development for a Community College in an urban setting (the college is located at the heart of Hartford, CT).  An individual in this position will thrive  in this role if they have the ability to operate suite software as well as considerable knowledge of:

  • Administration and management
  • Higher education policies and procedures
  • Proper grammar, punctuation and spelling
  • Business communications, business math, interpersonal skills
  • The ability to operate office equipment such as personal computers and other electronic equipment

Selection Plan

Applicants invited to interview may be required to submit additional documentation, which supports their qualification(s) for this position.  These documents may include:  a cover letter, resume, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.  Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.  For all other inquiries, please contact Josephine Agnello-Veley: jagnello-veley@capitalcc.edu; 860-906-5002.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, this class is accountable for performing a full range of secretarial support functions.

EXAMPLES OF DUTIES

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 routine letters/memoranda, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.

4. REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month).

5. INTERPERSONAL: Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit).

6. PROCESSING: Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); 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; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

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

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years' experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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.

PREFERRED QUALIFICATIONS

This position will function as the personal secretary to the Dean of Continuing Education and Workforce Development at the college campus, as well as provide overall office management for the division.  Preference will be given to applicants with experience and training that closely resembles the duties listed below:

  • Assistance in formulating goals and objectives
  • Developing and implementing processes and procedures
  • Oversight of the recruitment documentation
  • Developing and maintaining the division budgets
  • Identifying and coordinating both internal and external resources
  • Maintaining high level and sensitive contacts with the public and various officials
  • Regularly acting as the representative of the departments on sensitive program related activities
  • Experience with Banner

Examples of the duties include but are not limited to:

  • Typing correspondence
  • Proofreading and editing documents for content, grammar and punctuation
  • Designing and maintains an office filing system
  • Researches and assembling information for report writing purposes
  • Acting for the manager by interpreting established policies and procedures and making decisions in manager's absence
  • Troubleshooting by relieving manager of as much administrative detail as possible
  • Processing registrations, creating course registration numbers, preparing certificates, facility reservations, course logistics
  • Maintaining electronic calendar
  • Supervising student workers
  • Assisting with CCNs
  • Other related program support duties 

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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.




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