Secretary 2 SOUTHERN CONNECTICUT STATE UNIVERSITY #261022-7539CL-001

State of Connecticut; New Haven (CT); On-site; USD 45,000 - 65,000; Full time

Job summary

State of Connecticut seeks a seasoned secretary to provide comprehensive administrative support in a state agency. Responsibilities include typing, filing, correspondence, report writing, and meeting coordination, with routing and policy guidance for staff and visitors.

Minimum experience includes three years at the routine clerk level plus one year as Secretary 1 or equivalent; substitutions for education are allowed, and higher education is desirable for preferred applicants.

Qualifications

• Three (3) years of experience above the routine clerk level in office support or secretarial work.
• One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.
• College training in the secretarial sciences may substitute for General Experience on a 15 semester hour basis.
• Preference given to applicants with higher education in Higher Education.

Responsibilities

• TYPING and proofreading of correspondence and reports with attention to grammar and spelling.
• Filing, organizing confidential files and maintaining manuals and reference materials.
• Composes complex letters or memoranda for supervisor's signature.
• Prepares and compiles narrative or statistical reports with sourced data.
• Greets visitors, answers phones, screens calls, and provides policy guidance.
• Coordinates meetings, takes notes, prepares minutes, and handles travel arrangements.
• Maintains office supplies inventory and time/attendance records.
• Assists in budgeting and designing new forms to improve workflow.

Skills

Interpersonal skills

Oral and written communication

Grammar and proofreading

Scheduling and prioritizing

Office workflow management

Education

College training in secretarial sciences

Tools

Office equipment operation

Office suite software

Job description

Introduction

Southern Connecticut State University (SCSU) is a constituent unit of the Board of Regents for Higher Education (BOR) , Connecticut State Colleges and Universities. Southern is 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. We are l ocated in New Haven, CT - a city rich with arts and culture, less than 90 miles from New York City and 140 miles from Boston

What We Can Offer You

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

About Us

Founded as a teachers college in 1893, Southern has evolved over the past century into a comprehensive public university of more than 9,000 students. As one of the four State of Connecticut institutions of higher learning in the Connecticut State Colleges and Universities System (CSCU), t he university offers both undergraduate and graduate programs in the liberal arts and professional disciplines.

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

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

Preferred Qualifications

Preference will be given to applicants with professional experience in Higher Education.

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.