Secretary 2

Introduction

We are recruiting for a Secretary 2 to support the Department of Psychological Science. located on our beautiful campus in Willimantic, CT. Eastern Connecticut State University (ECSU) is one of the State of Connecticut institutions of higher learning and the state's designated public liberal arts university. Our mission is to provide high quality undergraduate and select graduate programs to a diverse population of talented students.


State of Connecticut employees participate in a competitive benefits plan that includes:

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

This Role is for you if:

• You enjoy clerical work in a higher education environment.
• Are an independent worker, who can work in a team environment.
• Have experience supporting a multi-faceted, active office.
• Are an expert at prioritizing tasks and responsibilities.

Position Highlights:

• This position is full-time, 40 hours per week.
• Monday - Friday
• First Shift, 8:00am - 5:00pm

Position Responsibilities:

• Manage multiple calendars, faculty schedules and task flow, as well as prioritizing office workflow;
• Provide support to the department chairs and coworkers;
• Process facility work requests;
• Prepare professionally written materials, inclusive of fliers, letters to students, memos to staff, and other documents, as needed;
• Administer student course evaluations;
• Manage phone calls, emails and in-person questions;
• Complete paperwork and forms to support faculty hiring, reimbursements and travel;
• Schedule and plan departmental events;
• Process departmental purchasing;
• Maintain timely email communications, confidentiality of records, and other information (i.e. student and personal records);

DEPARTMENT OF PSYCHOLOGICAL SCIENCE:
The Department of Psychological Science develops students' understanding of the diversity of human behavior and of the variables which influence it as well. The department provides challenging and engaging opportunities for students to acquire the knowledge, skills and abilities of psychology as a scientific discipline.


FOR ASSISTANCE WITH APPLYING:


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Selection Plan

NOTE:

In order to be considered for this job opening you must be a current State of CT employee of the agency listed above for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.


To Apply:

• Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.
• For current state employees, salary calculations are not necessarily comparable from one of the three branches of government (i.e., Executive, Legislative, Judicial) to the other.
• The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
• These positions will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion, and merit employment rules. Applications to this recruitment will be used to meet collective bargaining requirements. Once any collective bargaining requirements have been met, all other applications may be considered.
• Interviews will be limited to candidates whose experience most closely meets the preferred qualifications, so please ensure that your application is complete and details your experience as outlined in this job posting. Please note: You will be unable to make revisions once you submit your application into the JobAps system.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
• Ensure that your application is complete and detailed before submitting it. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. You will not be able to make revisions once your application is submitted into the JobAps system.
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Important Next Step Information for After You Apply:

• Some email providers may experience delays or issues delivering messages. To avoid missing important updates-such as referral questionnaires or interview scheduling links-please check your Personal Status Board regularly. For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select "Update My Contact Information."
• Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process.
• This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam.
• At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. Applicants must meet the minimum qualifications as indicated to apply for this position.
• All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate's obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to View email address on click.appcast.io.
• Due to the large volume of applications received, the Department of Administrative Services is unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account.
• Read through this helpful link to prepare for your interview .

Connect With Us:

• If you have any questions pertaining to this recruitment, please contact Charlene Gobeli at View email address on click.appcast.io and reference the recruitment number.
• Follow the State of Connecticut on LinkedIn .

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

Performs a variety of secretarial duties as described in the following areas:

• 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

Candidates with the following experience and training is preferred:

• Proficiency in organization, the management of multiple calendars, faculty schedules and task flow, as well as experience multitasking and keeping track of task priorities;
• Proven experience with Word, Excel, Outlook and other Microsoft Applications;
• Experience working independently;
• Quick learner of University Technology Applications (Adobe Sign, eBanner, Core-CT, EMS Scheduler, eReports, and Web Focus);
• Experience quickly comprehending academic programs to assist in answering basic questions;
• Experience interacting with various faculty, staff and students;
• Proven professional demeanor, with emphasis on punctuality and consistent attendance.

Conclusion

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.