Connecticut StateDepartment of Administrative Services

Administrative Assistant

Recruitment #200113-3591CL-001

Introduction

Western Connecticut State University (WCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut Sate Colleges and Universities.  As one of the State of Connecticut institutions of higher learning, this university offers undergraduate and graduate programs that weave together liberal arts and professional education and instill a desire for life-long learning.

The Macricostas School of Arts and Sciences at Western Connecticut State University comprises nearly half of all university students and faculty. The Dean’s Office is energetic and fast-paced. This position provides support to the Dean of the Macricostas School of Arts and Sciences 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.  Occasional evening and/or weekend work may be required.  The incumbent will be responsible for the full range of administrative support duties for the Dean’s Office, serving as a first point of contact for students, faculty, and staff, as well as a wide variety of functional coverage and back-up support as needed to Macricostas School department staff.

WCSU offers a comprehensive benefits package. Additional information on benefits can be found at www.wcsu.edu/hr/benefits/.  Starting salary is $55,823 for non-state of CT Clerical Union (NP-3) employees.

Selection Plan

The focus is on administrative activities which requires an advanced level of confidentiality, accountability, and problem solving.  Duties include, but are not limited to:

  • Calendar management, processing/screening/ answering mail, email, telephone and voicemail, and other correspondence for the Dean of the Macricostas School of Arts and Sciences;
  • Assist with tracking budgets and initiate purchase requests;
  • Process travel and conference paperwork; collaborate on improvements to office processes, information management, and communications with students, faculty, staff, and the public
  • Assist with payroll and department scheduling
  • Greet individuals in a professional manner and screen for urgent and non-urgent matters; maintain confidentiality
  • Manage record-keeping for all Macricostas School programs
  • Support report writing
  • Arrange/coordinate meetings and take minutes, and order/maintain office supplies
  • Advanced experience with Microsoft Office Suite, including Word, Excel, Outlook & PowerPoint
  • Microsoft Teams experience is desired

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: Hrpositions@wcsu.edu.

PURPOSE OF JOB CLASS (NATURE OF WORK)

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.

EXAMPLES OF DUTIES

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.

KNOWLEDGE, SKILL AND ABILITY

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).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Four (4) 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 2 or its equivalent.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

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.

PREFERRED QUALIFICATIONS

Preference will be given to applicants who can demonstrate in their application:
1) Excellent written and verbal communication skills;
2) Experience with front-end reception & providing excellent customer service;
3) Attention to detail, accuracy and proofreading skills;
4) Proficiency in Microsoft Office including Outlook, Excel, Word and PowerPoint;
5) Experience with handling confidential materials/data;
6) Experience in Higher Education, Banner and Supervisory experience are preferred.

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.







The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.