Connecticut StateDepartment of Administrative Services

Secretary 2

Recruitment #230122-7539CL-001

Introduction

In the State of ConnecticutGateway Community College (GCC) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities.  The CSCU provides access to academically rigorous and innovative education and training focused on student success.  Our core collective responsibility is to continuously assess practices and policies and transform the world we live in by eliminating inequities.   

Gateway Community College supports excellence in teaching and learning, makes data-informed decisions, promotes equity, advances positive change for the students, communities and industries it serves, as well as awards associates degrees and certificates.  The majority of our students are focused on completing their studies at the college and transferring to a 4-year institution.  

We are recruiting for a Secretary II to work at Gateway Community College in New Haven, CT in the Student Services Division.  This position is full-time, 40 hours per week, Monday through Friday 8:00am-4:30pm.

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.

To comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  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.  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. 

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.  Applicants are encourage to regularly check your email for notifications.  Please check your SPAM and/or JUNK folders, as emails could end up there in error.

All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period.  It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception.  Requests should be made to das.shrm@ct.gov.

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. Specific questions regarding this recruitment should be directed toCSCU-Recruitmentteam@commnet.edu

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

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

Performs a variety of secretarial duties as described in the following areas:

  • TYPING:
    • Using computers, tablets, and 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.
  • FILING:
    • Designs office filing systems;
    • Organizes and maintains files (including confidential files);
    • Maintains, updates and reviews reference materials and manuals.
  • CORRESPONDENCE:
    • Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
  • 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.
  • 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.
  • PROCESSING:
    • Screens letters, memos, reports and other materials to determine action required;
    • May make recommendations to the supervisor.
  • 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 and/or meeting minutes;
    • Prepares expense accounts;
    • Makes travel arrangements.
  • 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;
    • proper grammar, punctuation and spelling;
  • Knowledge of
    • business communications;
    • department's/unit's polisies and procedures;
    • business math;
  • Skills;
    • interpersonal skills;
    • oral and written communication skills;
  • Ability to
    • schedule and prioritize office workflow;
    • operate office equipment which includes computers, tablets, and other electronic equipment;
    • operate office suite software;
    • take notes (shorthand, speedwriting or other method acceptable to the supervisor).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years of 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

  • Experience working in Higher Education environment.
  • Experience supporting multiple departments/offices.
  • Experience working in a student records system (i.e. Banner, People Soft, etc.)
  • Significant budget experience.
  • Advanced proficiency with Microsoft Outlook, Word, Excel and PowerPoint.
  • Strong organizational skills with the ability to manage several calendars, staff schedules and task flow.
  • Strong work ethic and confidentiality is essential.

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.