Secretary 2 (CT STATE - NAUGATUCK VALLEY CAMPUS)

State-of-Connecticut---State-Colleges-&-Universities---Board-of-Regent; Waterbury (CT); On-site; USD 45,000 - 65,000; Full time

Job summary

CT State Community College, part of the Board of Regents for Higher Education, is seeking a detail-oriented Secretary 2 to support the STEM department at the Waterbury campus. This full-time role offers a 1st shift schedule (Mon-Fri, 8:00am–5:00pm) in a busy office environment.

The successful candidate will perform a broad range of secretarial duties, manage records, draft correspondence, coordinate meetings, and assist in budget and procurement tasks to maintain efficient operations for the

Qualifications

• Considerable knowledge of office systems and procedures; proper grammar, punctuation and spelling.
• Knowledge of business communications; department's/unit's policies and procedures; business math.
• Skills; interpersonal skills; oral and written communication skills.
• Ability to schedule and prioritize office workflow; operate office equipment; use office suite software; take notes.

Responsibilities

• Typing: formats and types a full range of correspondence and reports; proofs for content; edits for grammar and spelling.
• Filing: designs filing systems; organizes and maintains files; handles confidential materials.
• Correspondence: drafts complex letters/memos for supervisor's signature.
• Report writing: compiles information from multiple sources and prepares reports.
• Interpersonal: greets visitors, answers phones, advises on policy, coordinates with internal and external stakeholders.
• Processing: screens letters and memos to determine action; may make recommendations.
• Secretary: arranges meetings, prepares materials, writes minutes, makes travel arrangements.
• Office management: maintains supplies, purchases, time and attendance, budget monitoring, forms.

Skills

Office systems

Business communications

Interpersonal skills

Written communication

Education

Secretarial sciences training

Associate's degree in secretarial science or related field

Job description

Introduction

Are you hard working and seeking an opportunity to make an impact? If so, Join CT State and be 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 a Secretary 2 position to work at our Naugatuck Valley campus located in Waterbury, CT.

Position Highlights

• Work Hours: Full-time, 40 hours per week
• Work Schedules: 1st Shift
• Work Hours: Monday - Friday (8:00am - 5:00pm)
• Office: School of Science, Technology, Engineering and Math (STEM) Department
• Location: 750 Chase Parkway, Waterbury, CT 06708

What We Have To Offer

• Professional growth and development opportunities
• A healthy work/life balance to all employees.

Discover The Opportunity To

• To work for a Forbes top company: ‘Forbes’ State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule.
• Engage in a rewarding career.
• Make a difference in the public sector.

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.

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

• Perform 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 policies 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 equaling one-half (1/2) year of experience to a maximum of two (2) years.

PREFERRED QUALIFICATIONS

• Five (5) or more years of administrative support experience in a busy, multi-staffed office
• Experience coordinating academic schedules, course offerings, room assignments, faculty meetings, events, workshops, or student-focused activities
• Experience working with student information systems (e.g., Banner, or similar platforms)
• Experience with front-end reception and providing excellent customer service, including working with students, clients or the public
• Experienced in the use of Microsoft Office Suite Applications (e.g., Word, Excel, Outlook, PowerPoint and Teams)
• Associate's degree or college coursework in secretarial science, business administration, or a related field

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.