Secretary 2

State of Connecticut•New Haven, CT

2d•Onsite

About The Position

Southern Connecticut State University is recruiting one full-time, first-shift Secretary 2 for the School of Business, supporting the Marketing and Accounting Department. The position independently performs a full range of secretarial support functions requiring an understanding of organizational policies and procedures. Duties include preparing and proofreading correspondence and reports; maintaining filing systems and reference materials; composing complex letters and memoranda; compiling information for narrative and statistical reports; assisting visitors and callers; coordinating with internal and external contacts; screening documents and determining required actions; arranging meetings and preparing materials and minutes; handling expense accounts and travel arrangements; and supporting office management, including supplies, purchasing paperwork, time and attendance records, budgets, and workflow procedures. Southern is a diverse, student-centered public university in New Haven, Connecticut, with more than 9,000 students. It offers undergraduate and graduate programs in the liberal arts and professional disciplines. The university highlights professional growth and development opportunities and a healthy work/life balance. Preference may be given to current BOR/CSCU or State of Connecticut employees before external applicants.

Requirements

Three years of experience above the routine clerk level in office support or secretarial work.
One year of the general experience must have been as a Secretary 1 or equivalent.
Considerable knowledge of office systems and procedures, grammar, punctuation, spelling, business communications, department or unit policies and procedures, and business math.
Interpersonal skills and oral and written communication skills.
Ability to schedule and prioritize office workflow; operate computers, tablets, other electronic equipment, and office suite software; and take notes using shorthand, speedwriting, or another method acceptable to the supervisor.
College training in secretarial sciences may substitute for general experience at 15 semester hours per half-year of experience, up to a maximum of two years.

Nice To Haves

Professional experience in higher education.

Responsibilities

Format, type, proofread, and edit correspondence, reports, bills, drafts, and other documents using electronic equipment.
Design, organize, maintain, update, and review office filing systems, including confidential files and reference materials.
Compose complex letters and memoranda explaining department practices or policies.
Compile information from multiple sources and prepare narrative or statistical reports.
Greet and direct visitors, answer and screen phone calls, provide callers with policy and procedure information, and coordinate on non-routine matters.
Screen letters, memoranda, reports, and other materials to determine necessary action and make recommendations to the supervisor when appropriate.
Arrange and coordinate meetings, including space and equipment; research, assemble, and coordinate meeting materials; take notes and prepare minutes.
Prepare expense accounts and make travel arrangements.
Maintain inventories of supplies and equipment and order supplies as needed.
Complete, process, and maintain purchasing paperwork, including orders, requisitions, and invoices.
Maintain time and attendance records.
Assist with preparing and monitoring the office budget, including compiling figures, reviewing statistical reports, and verifying expense items.
Design and initiate forms and procedures to facilitate workflow.
Perform related duties as required.