Connecticut StateDepartment of Administrative Services

Office Assistant

Recruitment #211118-7086CL-002

Introduction



Connecticut State Community College (CSCU) provides access to academically rigorous and innovative education and training focused on student success.  The College supports excellence in teaching and learning, makes data-informed decisions, promotes equity, advances positive change for the students, communities, and industries it serves, and awards associates degrees and certificates.

 

CSCU will be recognized for exceptional student success, educational leadership, and transformative collaboration with business and industry, government, educational, and key stakeholders while advancing diverse opportunities for State of Connecticut’s citizens and communities.

 

We are currently recruiting for multiple full-time Office Assistants to work across our 12 community colleges. These positions are full-time (40 hrs. per week), and located in the Guided Pathways Advising Center on each community college campus. 


Hours may vary based on agency/location needs:


M-F 8:00am-4:30pm

M-Thur. 10:30am-7pm and F 8:00am-4:30pm


IMPORTANT INFORMATION: The applications generated from this posting will be used to fill Office Assistant positions at our 12 Community Colleges throughout the State. If you’re interested in becoming an Office Assistant, apply today!  Please select all location(s), shift(s), and employment status(es) (Full-time, Part-time, etc.) in which you are willing to work on your application. Failure to indicate the location(s), shift(s), and employment status(es) may result in not being considered for vacancies in that specific location, shift, and/or employment status.


Duties/Responsibilities for these roles include:

  • Manages appointment scheduling for advising team ranging from 8-30 employees
  • Fields high volume of phone calls and walk-in's, and provides accurate information about college programs and services
  • Coordinates staff schedules to ensure office coverage
  • Processes purchase orders and tracks office expenditures
  • Supports planning of campus advising, transfer/career fairs and events
  • Supervise student employees
  • Uses multiple technology platforms to locate information, enter data, and support the core work of the department
  • Scanning, copying and data entry from various incoming sources
  • Multi-talking in a fast-paced environment

We offer a comprehensive benefits package and encourage a healthy work-life balance.  Please visit our website for more information on each college at: CSCUHuman Resources - Human Resources (ct.edu).

Selection Plan

This is a non-competitive position.  In order to be considered for this job opening, you must be a current State of CT employee of the Board of Regents, who has permanent state status*, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application. 

*For employees in the classified service, permanent status is obtained after successful completion of a working test period.  For employees in the unclassified service, permanent status is obtained after serving in a position for at least six months (full-time or full-time equivalent).

Ensure that your application is complete before submitting it. Applicants will be unable to make revisions once their application is submitted into the JobAps system.

To Apply:

What to Expect After You Apply:

This posting may require completion of additional referral questions (RQs) which will be sent to you via email after the closing date. The email notification will include an expiration date by which you must submit (Finish) your responses. Please regularly check your email for notifications. Please check your SPAM and/or Junk folders, as emails could end up there in error.

If selected for further consideration, applicants may be required to submit additional documentation supporting their qualification(s) for this position. These documents may include: Two most recent performance reviews, attendance records, supervisory references, college transcripts, licensure, etc. at the discretion of the agency. You do not have to submit these documents with your application.


Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process.  Updates during the recruitment process will be provided through your JobAps portal account. 

Interviews will be limited to candidates whose experience most closely meets the preferred qualifications, so please ensure that your application is complete and clearly details your experience as outlined in this job posting.

 

Successful candidates will be required to successfully pass a background check. Permanent status is obtained after successful completion of a working test period. 

 

For all other inquiries, please contact CSCU Recruitment Team at cscu­recruitmentteam@commnet.edu

All State employees shall follow the guidelines as listed in Executive Orders  13F (3a) and 13G (3a) .

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

EXAMPLES OF DUTIES

1. TYPING: Types a variety of materials in relation to other duties or as assigned; enters and retrieves data on personal computers and computer terminals.

2. FILING: Sets up and maintains office procedures, filing and indexing systems and forms for own use.

3. CORRESPONDENCE: Composes routine correspondence.

4. REPORT WRITING: Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).

5. INTERPERSONAL: Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority; responds to inquiries from other work units or departments/agencies; applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance; may lead lower level employees in carrying out assigned clerical functions.

6. PROCESSING: Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly; processes a variety of documents in determining routine case status; exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by phone or form letter; processes purchase requisitions/purchase orders for subsequent action; prepares payment lists and billing invoices; receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders; maintains billing control cards, files, journals or account ledgers by posting credits, expenditures, interest, etc.; figures payments, costs, discounts and adjustments using prescribed methods and formulas; receives monies in various forms such as cash, checks and money orders and prepares for deposit; maintains inventory and orders supplies; uses a variety of automated equipment to perform job functions; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Knowledge of office systems and procedures including proper telephone usage and filing; oral and written communication skills; skill in performing arithmetical computations; basic interpersonal skills; ability to perform a full range of clerical tasks; ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment; ability to operate office suite software; ability to schedule and prioritize workflow; ability to read and interpret complex instructions.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months of experience.

PREFERRED QUALIFICATIONS

Preference will be given to candidates who have the following experience: 

  • Experience working in higher education
  • Experience working in enrollment management, student affairs or academic advising
  • Hold an associate degree or higher
  • Ability to professionally interact in person, via telephone, in writing, and using electronic communication
  • Experience answering multiple phone lines
  • Experience working in a multi-faceted, high volume work environment with reception duties; supporting multiple team members
  • The understanding of and ability to meet time sensitive deadlines and to prioritize
  • Excellent oral and written communication skills
  • Experience with Microsoft Office Suite
  • Proficiency using Banner or other Student Information Systems
  • Experience using CRM or other electronic scheduling software
  • Producing and processing schedules and reports
  • Experience utilizing Office Equipment such as a multi-function Copier/Fax/Printer/Scanner.
  • Experience communicating, maintaining calendars, contacts and reminders using Microsoft Outlook and/or CRM systems 
  • Experience creating, viewing, and editing PDFs using Adobe Acrobat
  • Bilingual or Multi-lingual

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

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.