Office Assistant

State of Connecticut - State Colleges & Universities - Board of Regents - New Haven, CT4.0

Full-time
In the State of Connecticut, Gateway Community College (GCC) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities. As one of the largest of Connecticut's state community colleges, GCC serves the residents and businesses of the Greater New Haven region with innovative educational programming and relevant social and cultural opportunities. The college awards associate degrees and certificates in academic programs that transfer to four-year universities, along with career-track programs in engineering and automotive technologies, technical studies, health care, and business.

We are currently recruiting for one (1) full-time Office Assistant to work at the downtown campus in New Haven, CT. This position is full-time Monday -Friday 8:00am-4:30 pm, located in the faculty support office.

Selection Plan
This position will be filled in accordance with reemployment, SEBAC, transfer, promotion and merit employment rules.

All applicants must include a resume within the "Resume Tab" of their application with their submission.

Applicants invited to interview may be required to submit additional documentation, which supports their qualification(s) for this position. These documents may include performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

PLEASE NOTE: Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.

For all other inquiries, please contact Gateway HR at HR@GatewayCT.edu or (203) 285-2537.

Note: New state employees start at the minimum annual salary.

PURPOSE OF JOB CLASS (NATURE OF WORK)
In a state agency this class is accountable for 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
1. TYPING: Types a variety of materials in relation to other duties or as assigned; enters and retrieves data on personal computers and computer terminals.

2. FILING: Sets up and maintains office procedures, filing and indexing systems and forms for own use.

3. CORRESPONDENCE: Composes routine correspondence.

4. REPORT WRITING: Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).

5. INTERPERSONAL: 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.

6. PROCESSING: 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 phone or form letter; 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 billing control cards, 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 automated 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; oral and written communication skills; skill in performing arithmetical computations; basic interpersonal skills; ability to perform a full range of clerical tasks; ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment; ability to operate office suite software; ability to schedule and prioritize workflow; ability to 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 equalling six (6) months of experience.

PREFERRED QUALIFICATIONS

Preference will be given to candidates who have proven:
Experience working in Higher Education.
Experience working with a diverse population.
Experience with Microsoft Office Suite (Word and Excel) and Adobe Acrobat.
Knowledge of Banner Student System, and myCommnet.
Experience in supervising and training staff.
Experience with maintaining schedules for a busy, multi-staffed office;
Experience with front-end reception & providing excellent customer service;
Full working knowledge of Outlook, which includes creating and maintaining distribution lists and multiple calendars.
Excellent interpersonal and written and verbal communication skills;
Ability to interact professionally with faculty, staff, and students;
Ability to work independently, take initiative to complete tasks, and meet deadlines;
Ability to manage difficult situations with tact and diplomacy;
Ability to observe strict confidentiality.
Experience planning and executing multiple tasks and prioritizing projects
Experience with high volume copy machines, including troubleshooting
SPECIAL REQUIREMENTS
Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.