Secretary 1

In the State of Connecticut, Gateway Community College (GCC) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities. As one of the largest of Connecticut's state community college, GCC serves the residents and businesses of the Greater New Haven region with innovative educational programming and relevant social and cultural opportunities. The college awards associate degrees and certificates in academic programs that transfer to four-year universities, along with career-track programs in engineering and automotive technologies, technical studies, healthcare, and business.

We are currently recruiting for one (1) full-time Secretary I to work at the downtown campus in New Haven, CT.  This position is full-time Monday -Friday 8:00am-4:30 pm, located in the Allied Health/Nursing Division.

In order to be considered for this job opening, you must meet the minimum qualifications as listed on the job opening and must specify your qualifications on your application. Employment of the successful candidate will be contingent upon the successful completion of a background check.

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.

PLEASE NOTE: Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

For all other inquiries, please contact CSCU Recruitment Team at cscu-recruitmentteam@commnet.edu.

In a state agency, this class is accountable for performing a full range of secretarial support functions.

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 routine letters/memoranda, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.

4. REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month).

5. INTERPERSONAL: Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit).

6. PROCESSING: Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); 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; performs related duties as required.

Considerable knowledge of office systems and procedures; considerable knowledge of proper grammar, punctuation and spelling; knowledge of business communications; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which includes personal computers and electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor).

Two (2) years' experience above the routine clerk level in office support or secretarial work.

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.

Preference will be given to candidates who have proven:

• Experience working in Higher Education, including addressing and resolving student issues
  
• Experience with Microsoft Office Suite (Word,Excel, Outlook, Teams, etc.)
• Knowledge of Banner Student System and FERPA
  
• Bilingual - Spanish
  
• Experience with maintaining schedules for a busy, multi-staffed office
• Experience with front-end reception & providing excellent customer service, including pleasant telephone and reception demeanor
• Excellent interpersonal, written & verbal communication skills
• Detail-oriented and highly motivated
• Strong prioritizing and multi-tasking skills to work within tight deadlines
• Ability to work independently, take initiative to complete tasks and meet deadlines
  
• Ability to manage difficult situations with tact and diplomacy
  
• Ability to observe strict confidentiality

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.