Located in Willimantic, CT, Eastern Connecticut State University (ECSU) is one of the State of Connecticut institutions of higher learning and the state’s designated public liberal arts university. Our mission is to provide high quality undergraduate and select graduate programs to a diverse population of talented students.
We are recruiting for a full-time, Secretary 2 position in the Education Department. This position is 1st shift, with hours of 8:00am - 5:00pm, Monday through Friday.
FOR ASSISTANCE IN APPLYING: Please visit our 'Applicant Tips on How to Apply' page.
NOTE: In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error.
All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to DAS.SHRM@ct.gov
Should you have questions pertaining to any phase of this recruitment, please contact the hiring agency's human resources office: LaShawn McBride, HR-Recruitment@easternct.edu
, (860) 465-5220.
PURPOSE OF JOB CLASS (NATURE OF WORK)
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.
EXAMPLES OF DUTIES
Performs a variety of secretarial duties as described in the following areas:
- Using computers, tablets, and 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.
- Designs office filing systems;
- Organizes and maintains files (including confidential files);
- Maintains, updates and reviews reference materials and manuals.
- Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
- 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.
- 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.
- Screens letters, memos, reports and other materials to determine action required;
- May make recommendations to the supervisor.
- 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 and/or meeting minutes;
- Prepares expense accounts;
- Makes travel arrangements.
- 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.
KNOWLEDGE, SKILL AND ABILITY
- Considerable knowledge of
- office systems and procedures;
- proper grammar, punctuation and spelling;
- Knowledge of
- business communications;
- department's/unit's polisies and procedures;
- business math;
- interpersonal skills;
- oral and written communication skills;
- Ability to
- schedule and prioritize office workflow;
- operate office equipment which includes computers, tablets, and other electronic equipment;
- operate office suite software;
- take notes (shorthand, speedwriting or other method acceptable to the supervisor).
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Three (3) years of 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 1 or its equivalent.
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 to a maximum of two (2) years.
- Strong organizational skills with the ability to manage several calendars, faculty schedules and task flow
- Exceptional computer application skills, particularly Word, Excel, Outlook, and other Microsoft applications
- Experience self-training or training quickly in any of the university's technology applications
- Strong website management skills, especially in WordPress and Cascade
- Cheerful disposition with a helpful and supportive attitude
- Experience connecting with various faculty, staff and students
- Professional and calm demeanor
- Punctual and consistent in attendance
- Experience working on multiple tasks and keeping track of task priorities
- Maintain confidentiality of records and information
- Must be able to quickly understand the Education program to answer basic questions, answer calls and to direct calls to the right person
- Proficient in developing professional written material including letters to students, memos to staff, flyers and other documents as needed
- Complete paperwork and forms to support faculty hiring, reimbursements, travel, etc.
- Schedule and organize events for the department
- Maintain teacher candidates' CARE folders from intake through student teaching
- Supervise student workers including their training and managing their work assignments
- Maintain timely email communications
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.