Administrative Assistant

Eastern Connecticut State University has a vacancy for an Administrative Assistant who will report to the Director of Facilities Management and Planning.  The Administrative Assistant will manage a full range of administrative duties and will also serve as a member of the office support team for the department.  This is a first shift position with the hours of 8:00 am to 5:00 pm, Monday through Friday.   This position performs a wide-range of tasks that support the daily operations of the department.  Examples include monitoring and assigning work orders, daily attendance tracking and bi-weekly verification of employee time cards, submission of service calls, and processing of event requests.  Specialized duties include the detailed account management of departmental operating and capital project accounts.  This includes the oversight of all facets of the acquisition process, which includes, preparing purchase requisitions, verifying delivery, obtaining invoice approvals for payment, and processing of change orders.  Assists in the preparation of detailed budgetary reports and plans.  Ability to create and review reports and reconcile internal records through use of established databases and Eastern’s Banner system.  Detailed and organized management of both hard and electronic account and project files.  The candidate will serve as a primary liaison between our vendors, accounting, accounts payable and purchasing departments, as well as other outside state agencies for internal purchases.

In order to be considered for this job opening, you must be a current state employee, who has permanent state status and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application. 

Should you have questions pertaining to this recruitment, please contact HR-Recruiter@easternct.edu.

In a state agency this class is accountable for independently performing the most complex tasks in providing both office administration and secretarial support for a major program.

Performs the most complex office administrative duties as described 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 references materials and manuals.

3. CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g. explaining department practices and/or policies) for own or manager's signature.

4. REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations.

5. INTERPERSONAL: Acts for manager by interpreting established policies and procedures, etc.; troubleshoots by relieving manager of as much administrative detail as possible; acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).

6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to 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: Authorizes purchases and payments (within prescribed limits of authority); develops input and prepares documentation for office and/or department budget; coordinates budget control and monitoring; develops office and/or department procedural manuals; assists in interviewing and hiring office support staff; trains office support staff; may supervise office support staff; performs related duties as required.

Considerable knowledge of office administration and management; considerable knowledge of department and/or unit policies and procedures; considerable knowledge of proper grammar, punctuation and spelling; considerable knowledge of business communications; knowledge of business math; considerable interpersonal skills; ability to operate office equipment which includes personal computers and other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to manager).

Four (4) 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 2 or its equivalent.

College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

Preference will be given to those applicants who can effectively demonstrate the following in their submitted application:

• A minimum of at least two years experience in the area of account and budget management.  Construction and project management experience is strongly preferred.
• Knowledge of and active experience in the management of complex filing systems, both electronically and in hard copy formats.
• Excellent computer skills with a thorough knowledge of Excel and a strong aptitude in math are required.
• A demonstrated ability to multi-task while working in a fast-paced, team environment is desirable. 

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.