Secretary 2

Central Connecticut State University is accepting applications for a Secretary 2.  This position is located in Student Wellness Services, and is full time (40 hours per week), Monday through Friday, 8 a.m. to 5 p.m. with a one hour unpaid meal period in the Administrative Clerical (NP-3) bargaining unit.  Student Wellness Services is a very active and fast-paced Department.  The Secretary 2 is responsible for a variety of duties and serves as the Department’s first point of contact for students, faculty, staff, the outside community and vendors.  Individual must have a strong desire to learn, and be flexible and part of a team. 

Applicants are required to upload a cover letter including Job Posting Number:  C18-045. (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:  Mary Cavanaugh, cavanaughm@ccsu.edu, (860) 832-1856.

All candidates for employment at Central CT State University are subject to a pre-employment background investigation including criminal background check, federal sanctions, and reference checks.  Selection for employment is contingent upon satisfactory completion of the background investigation.  Later in the recruitment process, current State employees may be required to provide their two most recent performance appraisals while non-State employees may be required to provide professional reference contact information. This is a Classified/Competitive position.

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 or 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 working in an educational, medical or counseling environment.  Experience with Microsoft Office applications including MS Word, Excel, Outlook and PowerPoint.  Experience with health compliance management/record keeping software such as Medicat. Experience working in a fast-paced environment using strong interpersonal and customer service skills.  Experience working with confidential and time-sensitive information.

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.