Connecticut StateDepartment of Administrative Services

Office Assistant

Recruitment #220112-7086CL-002

Introduction

Southern Connecticut State University (SCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities. As one of the State of Connecticut institutions of higher learning, we are a diverse and student-centered university dedicated to academic excellence, access, and service for the public good. Southern provides a supportive and welcoming environment for all members of its community through a campus wide commitment to social justice.

Founded as a teachers college in 1893, Southern has evolved over the past century into a comprehensive public university of more than 10,000 students, offering graduate and undergraduate programs in the liberal arts and professional disciplines. It is one of four universities in the Connecticut State Colleges and Universities System. The University is located in New Haven, a city rich with arts and culture, and less than 90 miles from New York City and 140 miles from Boston.

We are currently recruiting for one (1) full-time Office Assistant position in the Registrar's Office. Preference may be given to current BOR/CSCU and/or current State of CT employees.

SCSU offers a competitive benefits package, excellent healthcare, generous leave policies, retirement plan and more!  We also encourage a healthy work-life balance to all employees!

Selection Plan

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  Candidates invited to interview may be required to submit additional documentation which supports their qualification(s) for these position, such as a resume, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

All communication with applicants will be through the JobAps system, so applicants are encouraged to check for updates to their JobAps portal account.  Please ensure that you are utilizing the correct email address for notices to be sent to you from the JobAps system.  Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

Questions about this position should be directed to the hiring agency's human resources office: millert33@southernct.edu.

All state employees shall follow Executive Order 13G (as amended by Executive Order 14C).

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

  • Experience with electronic record filing systems.

  • Experience with Microsoft Office Word, Excel, Outlook, Teams, and Adobe Acrobat. 

  • Experience working with the public in a fast-paced and deadline-oriented environment.

  • Experience preparing oral and written communication for in-person, telephone, email, and chat to answer routine policy and procedure questions.

  • Experience researching and reviewing records to report on status or help troubleshoot issues.

  • Experience organizing a calendar for important deadlines and multi-step procedures.

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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.




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