Connecticut StateDepartment of Administrative Services

Secretary 2 (Part-Time)

Recruitment #210713-7539CL-001

Introduction

 

In the State of ConnecticutAsnuntuck Community College (ACC) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities.  Established in 1969 by an act of the Connecticut state legislature as the twelfth institution in the Connecticut state community college system. The majority of our students are focused on completing their studies at Asnuntuck and transferring to a 4-year institution.  Another large percentage of the student population is enrolled in curricula that focus on workforce development.  Our successful Manufacturing Technology Center (MTC) prepares students for immediate entry into the workforce.  95% of the MTC students are already employed upon graduation.

We are currently recruiting for one (1) part-time Secretary II to work at Asnutuck Communtiy College in Enfield, CT.  This position is located in the Academic Affairs Office, with hours of  2:00pm - 6:00 pm Monday – Thursday and 2:00pm – 5:00pm on Fridays.

Selection Plan

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 background check.

Please ensure your application is complete and you have included a copy of your Resume in the 'Resume Tab' of your applications.  You will be unable to make revisions once you submit your application into the JobAps system.

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, attendance records, 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: Talent & Recruitment Team  CSCU-RecruitmentTeam@comment.edu.

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

Candidates with knowledge/Experience in the following is preferred:

  • Experience working in Higher Education with faculty, staff, and students                                                                               
  • Experience with Microsoft Office Suite (Word, Excel, Outlook, Teams, etc.) and Access database
  • Knowledge of Banner Student System and FERPA
  • 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 and 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
  • Ability to record and produce meeting minutes and maintain committee records
  • Ability to schedule meetings and reserve meeting rooms
  • Ability to extract data from an electronic data source, compile information, and produce reports

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.