Secretary 2

Naugatuck Valley•Waterbury, CT

1d•Onsite

About The Position

CT State Community College is recruiting a Secretary 2 for the School of Science, Technology, Engineering and Math (STEM) at its Naugatuck Valley campus in Waterbury, Connecticut. The role independently performs a full range of secretarial support functions that require understanding organizational policies and procedures. The position is full-time, 40 hours per week, Monday through Friday from 8:00 a.m. to 5:00 p.m., on the first shift. The Secretary 2 prepares and proofreads correspondence and reports; maintains office files and reference materials; composes complex communications; compiles information for reports; greets visitors and handles calls; coordinates with internal and external contacts; screens incoming materials; organizes meetings and meeting materials; takes minutes; arranges travel; and supports office purchasing, inventory, timekeeping, and budget monitoring. The position is based at 750 Chase Parkway, Waterbury, CT 06708.

Requirements

Three years of experience above the routine clerk level in office support or secretarial work.
At least one year of the general experience must have been as a Secretary 1 or equivalent.
Considerable knowledge of office systems and procedures; proper grammar, punctuation, and 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 office equipment, including computers, tablets, and other electronic equipment; use 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

Five or more years of administrative support experience in a busy, multi-staffed office.
Experience coordinating academic schedules, course offerings, room assignments, faculty meetings, events, workshops, or student-focused activities.
Experience working with student information systems such as Banner or similar platforms.
Experience with front-end reception and providing excellent customer service to students, clients, or the public.
Experience using Microsoft Office Suite applications, including Word, Excel, Outlook, PowerPoint, and Teams.
An associate’s degree or college coursework in secretarial science, business administration, or a related field.

Responsibilities

Format, type, proofread, and edit correspondence, reports, bills, drafts, and other materials using computers, tablets, and other electronic equipment.
Design, organize, maintain, update, and review office filing systems, confidential files, reference materials, and manuals.
Compose complex letters and memoranda explaining department practices or policies for the employee’s or supervisor’s signature.
Compile information from varied sources and prepare narrative or statistical reports, exercising judgment in selecting material.
Greet and direct visitors; answer phones; screen incoming calls; and advise callers about policies and procedures.
Coordinate with people inside and outside the organization 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.
Write meeting, lecture, and conference minutes from rough drafts; take notes and meeting 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 in preparing and monitoring the office budget by compiling figures, reviewing statistical reports, and verifying expense items.
Design and initiate forms and procedures to facilitate workflow.
Perform related duties as required.