Office Assistant

JobAps; New Haven (CT); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Professional growth and development

Healthy work-life balance

Job summary

CT State Community College seeks an Office Assistant for the Gateway campus in New Haven, CT. The role involves handling clerical tasks, data entry, filing, and routine correspondence to support advising services.

Priority is given to candidates with strong organizational skills, familiarity with office equipment and software, and the ability to work in a fast-paced, diverse environment. Training and professional development are available.

Qualifications

• Two years of general clerical work experience.
• College training may substitute for the general experience (15 semester hours = 1/2 year, up to 2 years).
• Knowledge of office systems and procedures including proper telephone usage and filing.
• Interpersonal and written/oral communication skills; performing arithmetical computations.
• Ability to perform a full range of clerical tasks and operate office equipment.
• Operate office suite software and schedule/workflow.
• Read and interpret complex instructions.

Responsibilities

• Type a variety of materials and enter/retrieve data on computers, tablets, and other electronic equipment.
• Set up and maintain office procedures, filing and indexing systems and forms.
• Compose routine correspondence.
• Prepare and generate routine reports requiring data selection and presentation.

Skills

Clerical skills

Office procedures

Telephone etiquette

Communication skills

Arithmetic

Office equipment

Office software

Workflow scheduling

Reading comprehension

Education

High School Diploma or GED

Tools

Banner

Job description

Introduction

Are you hard working and seeking an opportunity to make an impact? If so, Join CT State and become a part of our dedicated team! At CT State Community College, we value our employees and are seeking to add new talent to our team. We offer many opportunities for our employees to contribute and stand out as part of our continued success story. We are looking for individuals who demonstrate a true passion for what they do and reflect the culture and vision of CT State. We are recruiting for an Office Assistant to work at our Gateway campus located in New Haven, CT.

Position Highlights

• Work Hours: Full-time, 40 hours per week
• Work Schedule: Monday - Friday
• Work Shift: First shift, 8:30am - 4:30pm
• Office: CT State Gateway, Advising Office
• Location: 20 Church Street, New Haven, CT 06510

What We Can Offer You

• Visit our new State Employee Benefits Overview page!
• Professional growth and development opportunities.
• A healthy work/life balance to all employees.

About Us

In the State of Connecticut, CT State Community College is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities. Our goal as a public higher education institution is to provide a high quality, affordable and accessible post-secondary education that enables students to achieve their life and career goals. CT State's mission and vision reflect the overarching objectives of providing excellent higher education and lifelong learning to all students, maintaining affordability and accessibility, and contributing to the economic growth of the state.

Selection Plan

In order to be considered for this job opening you must be a current State of CT employee of the agency listed above 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.

Purpose of Job Class (Nature of Work)

In a state agency this class is accountable for independently 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

• Types a variety of materials in relation to other duties or as assigned; Enters and retrieves data on computers, tablets, and other electronic equipment.
• Sets up and maintains office procedures, filing and indexing systems and forms for own use.
• Composes routine correspondence.
• Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
• 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.
• 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 correspondence; 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 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 electronic 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.
• Interpersonal skills; oral and written communication skills; performing arithmetical computations.
• Ability to perform a full range of clerical tasks.
• Operate office equipment which includes computers, tablets, and other electronic equipment.
• Operate office suite software.
• Schedule and prioritize workflow.
• 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 equaling one/half (1/2) year of experience to a maximum of two (2) years.

Preferred Qualifications

• Experience working in an academic setting.
• Experience working with educational technologies (e.g. banner).
• Experience working in a multi-faceted, high-volume environment.
• Experience working with a diverse population.
• Bilingual (e.g. Spanish–English) to effectively support a diverse student and family population.

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.

Acknowledgement

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.