Secretary 1

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. 

We are recruiting for a full-time Secretary 1 to support the Office of Graduate Admissions and is located at 181 White Street in Danbury, CT.  The Graduate Admissions office is a high-volume office, where attention to detail and good student service is essential.  The office is responsible for:

• Maintaining each student's academic record
• Scheduling classes
• Registering students
• Processing grades
• Issuing transcripts
• Graduating students.

This position will provide clerical support, along with providing general support to the university community.  Applicants must attach a resume to their application.

Work hours will be Monday - Friday, 8:00am - 4:30pm.  Evening hours and/or an occasional weekend may be required during busy times or special events.  The incumbent will be responsible for the full range of clerical support duties, as well as a wide variety of functional coverage for the front desk, as needed.  The individual in this role will serve as a welcoming professional and serve as the student-centered, first point of contact for students, faculty and staff.

WCSU offers a comprehensive benefits package. Additional information on benefits can be found at www.wcsu.edu/hr/benefits/.

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 any questions pertaining to any phase of this recruitment please contact the hiring agency's human resources office: Hrpositions@wcsu.edu.

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

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 applicants who can demonstrate in their application:
1. Excellent written and verbal communication skills;
2. Possess pleasant telephone and reception demeanor;
3. Attention to detail, accuracy and proofreading skills;
4. Proficiency in Microsoft Office including Outlook, Teams, Excel and Word;
5. Experience with front-end reception & providing excellent customer service; 
6. Experience with Banner and/or Target X and higher education preferred.

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.