STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Recruitment #190712-7539CL-001

Introduction

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 currently recruiting for a full-time Secretary 2 vacancy in the Education Department.  This is a first-shift position with hours of 8:00am-5:00pm, Monday - Friday.

Selection Plan

All applicants must include a resume within the "Resume Tab" of their application with their submission.  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:  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

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.

KNOWLEDGE, SKILL AND ABILITY

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).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years' 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.

PREFERRED QUALIFICATIONS

Preference will be given to candidates who possess the following experience/training:

•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
•Ability to self-train or train 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
•Ability to connect with various faculty, staff and students
•Professional and calm demeanor
•Punctual and consistent in attendance
•Ability to work on multiple tasks and keeping track of task priorities
•Maintaining confidentiality of records and information
•Ability to quickly understand the Education program to answer basic questions, answer calls and to direct calls to the right person
•Proficiency in developing professional written material including letters to students, memos to staff, flyers and other documents as needed
•Ability to Complete paperwork and forms to support faculty hiring, reimbursements, travel, etc.
•Scheduling and organizing events for the department
•Maintain teacher candidates' CARE folders from intake through student teaching
•Supervising student workers including their training and managing their work assignments
•Maintaining timely email communications

Conclusion

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.