Secretary 2 (WESTERN CONNECTICUT STATE UNIVERSITY)

CT; Danbury (CT); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

State employee benefits overview

Professional growth opportunities

Healthy work/life balance

Job summary

Western Connecticut State University (WCSU) is recruiting for a full‑time Secretary 2 to support the Education & Educational Psychology Department in Danbury, CT. You will be the welcoming first contact for students and staff, manage calendars, and handle contracts for part‑time faculty and outside agencies.

The role emphasizes office administration, budget tracking, and coordinating communications. A strong background in secretarial duties and Microsoft Office is essential for success.

Qualifications

• Three (3) years of experience above the routine clerk level in office support or secretarial work.
• One (1) year of General Experience as Secretary 1 or equivalent.
• College training in secretarial sciences may substitute for General Experience.
• Demonstrates clear and effective communication.
• Proficiency with Microsoft Office including Excel, Outlook, Teams and Word.

Responsibilities

• Serve as a welcoming point of contact for students, faculty and staff.
• Provide support to department leadership and faculty.
• Manage calendars and coordinate meetings.
• Process contracts for part-time faculty and outside agencies.
• Prepare reports and maintain budget accounts.

Skills

Interpersonal skills

Oral and written communication

Customer service

Budgeting experience

Front desk reception

Education

College training in secretarial sciences

Tools

Microsoft Office (Excel, Outlook, Teams, Word)

Job description

Western Connecticut State University (WCSU) 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, this university offers undergraduate and graduate programs that weave together liberal arts and professional education and instill a desire for life‑long learning.

We are recruiting for a full‑time Secretary 2 position to support the Education & Educational Psychology Department, located on WCSU's Midtown Campus, 181 White Street, Danbury, CT.

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

POSITION REQUIREMENTS:

• Full‑time, 40 hours per week
• First Shift
• Work Shift: Monday - Friday, 8:00am - 4:30pm
• Energetic, fast‑paced environment

ABOUT THE ROLE:

• Serving as a welcoming professional and student-centered, first point of contact for students, faculty and staff;
• Providing support to the Department Chairperson, along with providing general support to department faculty;
• Calendar management;
• Generating, processing, maintaining, and filing contracts for part‑time faculty;
• Generating, processing, maintaining, and filing contracts for outside agencies;
• Administering time sheets through Core-CT;
• Preparing honorariums, faculty workload forms, travel forms, purchase requisitions;
• P-card tracking; maintaining budget accounts;
• Creating correspondence as well as proofread correspondence created by the chairs or others in the department;
• Submitting maintenance requests, as well as ordering and maintaining office supplies;
• In consultation with the Chairperson, giving permissions and overrides to students via Banner;
• Accepting applications, documents and checks for annual department events;
• Collecting syllabi and other documents for the departments and maintaining the information in a centralized online location;
• Creating and disseminating course evaluation links and maintaining the information in a centralized online location;
• Compile data for report preparation;
• Preparing, tracking and distributing various reports.

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

• Demonstrates clear and effective communication, both in writing and speaking
• Pleasant telephone and reception demeanor
• Produces work with strong attention to detail, ensuring accuracy and thorough review
• Proven experience in Microsoft Office, including Excel, Outlook, Teams and Word
• Budgeting experience
• Experience with banner
• Customer Service experience
• Front desk reception experience
• Office management experience

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER