Secretary 1

 

The State of Connecticut, Manchester Community College (MCC) is one of the largest of the 12 Connecticut community colleges, and is a constituent unit of the Board of Regents for Higher Education, CT State Colleges and Universities (CSCU).  Located in Manchester, CT MCC strives to continuously set and raise the expectations of a community college education.

We are currently recruiting for a full-time, first shift, Secretary 1 within the Office of Continuing Education. The division is responsible for non-credit, professional development, business and industry, as well as youth programs.  The Secretary 1 will be responsible for providing clerical support for a division of eight full-time staff, including two directors, and three part-time staff.

Manchester Community College is committed to providing a safe campus community. MCC conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check and, when appropriate, a financial (credit) report or driving history check.

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

Should you have questions pertaining to any phase of this recruitment, please contact the hiring agency's human resources office:  Sofia Bonilla, sbonilla@manchestercc.edu, 860-512-3615.

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

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.

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).

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

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 Experience and Skills:

• Experience in a Higher Education setting
• Experience utilizing Banner
• Proficiency in Microsoft Office Suite including Outlook, Excel and Word
• Excellent verbal and written business communication and organizational skills
• Strong interpersonal skills and experience interacting with a diverse group of people
• Experience coordinating data and drafting reports
• Experience working with external and internal customers
• Ability to manage difficult situations with tact and diplomacy
• Ability to work independently and as part of a team
• Experience with the operation of a web-based system

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.

Manchester Community College does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of intellectual disability, learning disability or physical disability, veteran status, sexual orientation, genetic information or criminal record. The following person has been designated to handle inquiries regarding the non-discrimination policies: Debra Freund, Chief Diversity Officer, Manchester Community College, Great Path, P.O. Box 1046, Manchester, CT 06045-1046, SSC L27.

Manchester Community College is an Affirmative Action/Equal Opportunity Employer and strongly encourages the applications of women, minorities, persons with disabilities, and veterans.