State of Connecticut · 3 hours ago
Secretary 2 EASTERN CONNECTICUT STATE UNIVERSITY #260121-7539CL-001
Windham, CT
Full-time
Onsite
Mid Level
3+ years expState of Connecticut is a designated public liberal arts university located in Willimantic, CT. They are seeking a Secretary 2 to provide comprehensive secretarial support to the Departments of Art/Art History and World Languages and Cultures, ensuring efficient office operations and communication.
Government Administration
Responsibilities
Performs a variety of secretarial duties as described in the following areas:
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
Designs office filing systems
Organizes and maintains files (including confidential files)
Maintains, updates and reviews reference materials and manuals
Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature
Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included
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
Screens letters, memos, reports and other materials to determine action required
May make recommendations to the supervisor
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
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
Qualification
Required
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
Considerable knowledge of office systems and procedures
Considerable knowledge of proper grammar, punctuation and spelling
Knowledge of business communications
Knowledge of department's/unit's policies and procedures
Knowledge of business math
Skills in interpersonal skills
Skills in oral and written communication skills
Ability to schedule and prioritize office workflow
Ability to operate office equipment which includes computers, tablets, and other electronic equipment
Ability to operate office suite software
Ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor)
Preferred
Will have previous experience working in a college or university setting
Must be comfortable walking as part of their daily responsibilities as this position requires regular movement between campus buildings
Must be able to successfully work in a noisy environment surrounded by faculty and students talking
Must be able to quickly understand the academic programs in order to answer basic questions, as well as interact professionally with various faculty, staff, students, alumni, and honor societies and maintain confidentiality of sensitive records and other information
Must have exceptional computer skills (Microsoft Office 365, Word, Excel, Outlook, OneDrive)
Will have previous experience using Adobe Creative Cloud, Canva, or similar digital image and document editing software is a plus
Must have experience self-training/training quickly in any of the University technology platforms (Banner, CORE-CT, etc.)
Must possess strong communication skills and the ability to coordinate with vendors on shipping, equipment maintenance, and problem-solving
Must have previous experience using P-cards, as well as processing and reconciling departmental purchases in compliance with agency and state procurement policies
Must have previous experience working with, and monitoring, departmental budgets; responsible for scheduling and planning departmental events
Will have familiarity completing paperwork and forms to support faculty hiring, reimbursements, and travel
Will have previous experience supervising university assistants and student workers (assessing, training, delegating duties, and tracking work hours to stay within budget)
Must have experience typing and proofreading foreign texts and reading student handwriting
Benefits
Professional growth and development opportunities.
A healthy work/life balance to all employees.
Company
State of Connecticut
The State of Connecticut – Executive Branch employs thousands of dedicated professionals, committed to providing a safe and thriving environment for our community, and visitors.
10001+ employees
Funding
Current Stage
Late StageLeadership Team
Heidi B. Pugliese MSN, RN
Chief Executive Officer
Nicole Hernandez
Regional Chief Operating Officer
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