Secretary 2

State of Connecticut•New Britain, CT

10d•Onsite

About The Position

This secretarial role is essential to the Computer Electronics & Graphic Technology Department, providing support to students and faculty each semester, overseeing student workers, and extensive purchasing of lab supplies. As one of the State of Connecticut institutions of higher learning, Central is a regional, comprehensive public university dedicated to learning in the liberal arts and sciences and to education for the professions. Central offers a vibrant learning-centered community dedicated to teaching and to scholarship.

Requirements

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; 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).

Nice To Haves

Proficient in Microsoft Office Suite, including Word (for document creation), Excel (for data analysis), Teams (for collaboration), and Outlook (for email and calendar management).
Experience utilizing Ellucian Banner software for administrative tasks within an educational institution.
Professional experience working in a higher education environment.
Experienced in managing sensitive information, ensuring confidentiality and security of financial and personal data.
Capable of providing high-quality customer service in an office setting, addressing inquiries and resolving issues efficiently.
Adept at juggling multiple tasks simultaneously, prioritizing responsibilities to meet a variety of deadlines.
Strong communication experience, both in writing and speaking, ensuring clear and effective exchange of information.

Responsibilities

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.