Secretary 2 (Facilities Management Office) - #240611-7539Cl-001

Introduction

Western Connecticut State University (WCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities. As one of the State of Connecticut institutions of higher learning, this university offers undergraduate and graduate programs that weave together liberal arts and professional education and instill a desire for life-long learning.

We are recruiting for a full-time Secretary 2 to support the University's Facilities Management Office, located on the Midtown Campus at 181 White Street in Danbury, CT.

WHAT WE CAN OFFER YOU:

• Industry leading health benefits, including medical and dental coverage

• Competitive starting salary and structure

• Extensive pension plan and supplemental retirement offerings

• Paid time off- including 13 holidays per calendar year

• Culture that encourages work-life balance

• State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.

• Work for a Forbes top company: 'Forbes' State of Connecticut Ranked One of the Best Employers of 2023 State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule

POSITION HIGHLIGHTS:

• Energetic, fast-paced environment

• 40 hours per week

• Monday

• Friday, 8:00am

• 4:30pm

THIS IS THE ROLE FOR YOU IF YOU:

• Are highly organized and able to multi-task with ease

• Enjoy providing excellent customer service

• Have experience with keyboarding and word-processing

• Are proficient in Microsoft Word, Excel, Outlook and Teams

SOME DUTIES INCLUDE:

• Acts a liaison with BOR and other agencies on projects and reporting of data.

• Acts as liaison with BOR for the capital funds tracking and submission of and follow up to necessary paperwork.

• Provides data reporting and generates executive summaries as needed.

• Manages documents and agendas for the Space Allocation, Master Plan, and CAPEX Committees. May attend meetings as representative of the area.

• Take minutes for meetings within the division.

• Responsible for management of website content.

• Manages all files and contracts, and coordinates travel and training documentation.

• May approve time sheets, track time out of office, and manage personnel documents.

• Completes and submits personnel request forms, as needed.

• Manage busy calendars, emails, and phone calls.

• May be asked to assist when Facilities emergencies arise which require notification to the university community.

• May supervise student workers or other support staff.

ABOUT THE DEPARTMENT:

The Facilities Management Office oversees the Facilities Operations areas of the University. The department provides budget support and reconciliation of operation and expense accounts, and capital fund accounts.

For assistance in applying, please visit our 'Applicant Tips on How to Apply' page.

Selection Plan

For current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit.

To comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. Applicants must meet the minimum qualifications as indicated to apply for this position. NOTE: You will be unable to make revisions once you submit your application for this posting to the JobAps system. 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.

At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. 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.

Interviews will be limited to candidates whose experience most closely meet the preferred requirements of the position. Applicants invited to interview may be required to submit additional documentation, which may include: a resume, performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

Should you have questions pertaining to any phase of this recruitment, please contact the hiring agency's human resources office: Hrpositions@wcsu.edu.

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 das.shrm@ct.gov.

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

Preference will be given to applicants who can demonstrate in their application materials:

• Highly organized, detailed oriented and experienced multi-tasking and prioritizing tasks.

• Excellent customer service experience.

• Strong verbal and written communication experience.

• Experience compiling data and creating reports.

• Experience creating meeting agendas and taking minutes at meetings.

• Proficiency in Microsoft Word, Excel, Teams and Outlook (including calendar management).

• Budget and purchasing processing experience.

• Experience in office management, digital and paper files, record management and supply inventory.

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.