The State of Connecticut, Western Connecticut State University is currently accepting applications for the position of Secretary 1. This position provides support to the Registrar's Office at Western Connecticut State University and is located on the Midtown Campus at 181 White Street in Danbury, CT. The Registrar’s Office is a high-volume office where attention to detail and good student service is essential. The office is responsible for: maintaining each student’s academic record, scheduling classes, registering students, processing grades, issuing transcripts and graduating students. This position will share clerical support, as well as calendar management, front desk reception and telephone support, along with providing general support to the university community. Applicants must attach a resume to their application.
Work hours will be Monday - Friday 8:00 a.m. – 4:30 p.m. Evening hours may be required during busy times. The incumbent will be responsible for the full range of clerical support duties, as well as wide variety of functional coverage for the front desk as needed. Serves as a welcoming professional and student-centered first point of contact for students, faculty and staff.
WCSU offers a comprehensive benefits package. Additional information on benefits can be found at www.wcsu.edu/hr/benefits/.
- Starting salary is $42,684 for non-state of CT Clerical Union (NP-3) employees.
Applicants are required to upload their resume with their submission. (Note: In order to upload documents you must ensure that your internet browser's 'pop-up' blocker is off. Failure to do so may prevent you from being able to upload documentation and submit your application.) Questions about these required documents should be directed to the hiring agency's human resources office: HRpositions@WCSU.edu.
PURPOSE OF JOB CLASS (NATURE OF WORK)
In a state agency, this class is accountable for performing a full range of secretarial support functions.
EXAMPLES OF DUTIES
Incumbents perform a variety of secretarial duties as illustrated in the following areas:
Using a personal computer or 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.
Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews reference materials and manuals.
Composes routine letters/memoranda, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.
4. REPORT WRITING:
Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month).
Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit).
Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.
7. PERSONAL SECRETARY:
Arranges and coordinates meetings (including space and equipment); writes minutes of meetings, lectures, conferences, etc. from rough draft; takes notes using shorthand, speedwriting or machine transcription prepares expense accounts; makes travel arrangements.
8. 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; performs related duties as required.
KNOWLEDGE, SKILL AND ABILITY
Considerable knowledge of office systems and procedures; considerable knowledge of proper grammar, punctuation and spelling; knowledge of business communications; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which includes personal computers and electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor).
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Two (2) years' experience above the routine clerk level in office support or secretarial work.
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.
Preference will be given to those applicants who can effectively demonstrate the following in their submitted application:
Excellent written and verbal communication skills
Possess pleasant telephone and reception demeanor
Attention to detail, accuracy and proofreading skills
Proficiency in Microsoft Office including Outlook, Excel and Word
Experience with front-end reception & providing excellent customer service.
Experience with Banner and higher education preferred