Secretary 2

This position provides secretarial support to three (3) academic departments at Western Connecticut State University and is located on the Midtown Campus at 181 White Street in Danbury, CT.   Work hours will be Monday - Friday 8:00 a.m. - 4:30 p.m.  The incumbent will be responsible for the full range of secretarial support duties as well as wide variety of functional coverage and back-up support as needed to faculty and staff.   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 $46,721 for non-state of CT Clerical Union (NP-3) employees.

The Department of Communication & Media Arts has 10 full-time and 17 part-time faculty; the Department of World Languages & Literature has two (2) full-time and 10 part-time faculty; and the Department of Writing, Linguistics & Creative Process has eight (8) full-time and 18 part-time faculty; and the M.F.A. in Creative and Professional Writing program has one (1) full-time coordinator and 25 part-time faculty members.  This position will provide secretarial support, front desk reception and telephone support to three (3) department chairs and one (1) graduate coordinator, as well general support to the department faculty.  

Applicants are required to upload a resume 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.

 

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 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.

Duties also included, but not limited to: generate, process, maintain, and file contracts for part-time faculty, administer time sheets through CORE-CT, prepare honorariums, faculty workload forms, purchase requisitions, maintain budget accounts, and order and maintain office supplies; in consultation with the Chairperson, give permissions and overrides to students via Internet Native Banner; accept applications, documents and checks for annual department events, including the overseas programs; maintain documentation logs for the trips, as well as enroll the participants in the necessary program registration databases; communicate with and retrieve data from the Admissions Office for new students. 

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.

Must possess excellent written and verbal communication skills, as well as possess pleasant telephone and reception demeanor. Attention to detail, accuracy and proofreading skills are required. Must be proficient in Microsoft Outlook, Excel and Word.  Experience with Banner preferred.

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.