Secretary 2 (SOUTHERN CONNECTICUT STATE UNIVERSITY)

Introduction

\r\nSouthern Connecticut State University (SCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities. Southern is a diverse and student-centered university dedicated to academic excellence, access, and service for the public good.� Southern provides a supportive and welcoming environment for all members of its community through a campus wide commitment to social justice.� We are located in New Haven, CT - a city rich with arts and culture, less than 90 miles from New York City and 140 miles from Boston\r\nWe are currently recruiting for one (1) full-time, first-shift�Secretary 2 position located in the School of Business, with Marketing and Accounting Department.��NOTE: Preference may be given to current BOR/CSCU employees and/or current State of CT employees prior to filling the position with an external applicant.\r\n\r\n\r\n\r\n\r\n\r\nWHAT WE CAN OFFER YOU:\r\n\r\n\r\n\r\n\r\n Visit our new State Employee Benefits Overview page!�\r\n \r\n Professional growth and development opportunities\r\n A health work/life balance to all employees\r\n \r\n \r\n \r\n ABOUT US:\r\n \r\n Founded as a teachers college in 1893, Southern has evolved over the past century into a comprehensive public university of more than 9,000 students. As one of the four State of Connecticut institutions of higher learning in the Connecticut State Colleges and Universities System (CSCU), the university offers both undergraduate and graduate programs in the liberal arts and professional disciplines.�\r\n \r\n

Selection Plan

TO APPLY:\r\n\r\n\r\n\r\n You must specify your qualifications on your application.\r\n The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.\r\n In order to receive educational credits toward qualification for this job posting, the institution must be accredited.� If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the individual listed on this job posting.�\r\n 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.\r\n Please select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.\r\n 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.\r\n For current state employees, salary calculations are not necessarily comparable from three branches of state government (i.e., Executive, Legislative, Judicial) to the other.��\r\n\r\nFOR ASSISTANCE IN APPLYING:\r\n\r\n\r\n Please read or watch our Applicant Tips on How to Apply!\r\n\r\nIMPORTANT INFORMATION AFTER YOU APPLY:\r\n\r\n\r\n 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.”\r\n 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 questionnaire'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.\r\n Read through this helpful link to prepare for your interview.�\r\n 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.\r\n Note: 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.\r\n Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.\r\n The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class in the next twelve (12) months.\r\n Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at www.ct.gov/ethics.\r\n\r\n\r\nCONNECT WITH US:\r\nDue to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. Should you have any questions pertaining to this recruitment, please contact Neha Ranjan, ranjann1@southernct.edu.\r\n\r\n\r\n\r\n\r\nFollow the State of Connecticut on LinkedIn.\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n

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:\r\n\r\n\r\n\r\n TYPING:\r\n \r\n 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.;\r\n Proofreads for content;\r\n Edits using knowledge of grammar, punctuation and spelling.\r\n \r\n \r\n FILING:\r\n \r\n Designs office filing systems;\r\n Organizes and maintains files (including confidential files);\r\n Maintains, updates and reviews reference materials and manuals.\r\n \r\n \r\n CORRESPONDENCE:\r\n \r\n Composes complex letters and/or memoranda, etc. (e.g., explaining department�practices/policies) for own or supervisor's signature.\r\n \r\n \r\n REPORT WRITING:\r\n \r\n Compiles information from a variety of sources and prepares narrative or statistical�reports, exercising judgment in the selection of items to be included.\r\n \r\n \r\n INTERPERSONAL:\r\n \r\n Greets and directs visitors;\r\n Answers phones and screens incoming calls;\r\n Provides advice to callers regarding policy and procedures (e.g., citing a regulation to�solve a specific problem);\r\n Coordinates with others both within and outside of the organization on a variety of non-routine matters.\r\n \r\n \r\n PROCESSING:\r\n \r\n Screens letters, memos, reports and other materials to determine action required;\r\n May make recommendations to the supervisor.\r\n \r\n \r\n SECRETARY:\r\n \r\n Arranges and coordinates meetings (including space and equipment);\r\n Researches, assembles and coordinates meeting materials (e.g., charts, graphs,�reports);\r\n Writes minutes of meetings, lectures, conferences, etc. from rough draft;\r\n Takes notes and/or meeting�minutes;\r\n Prepares expense accounts;\r\n Makes travel arrangements.\r\n \r\n \r\n OFFICE MANAGEMENT:\r\n \r\n Maintains an inventory of supplies and equipment;\r\n Orders supplies when necessary;\r\n Completes, processes and maintains paperwork for purchasing (e.g., orders,�requisitions, invoices, etc.);\r\n Maintains time and attendance records;\r\n Assists in preparing and monitoring the office budget (e.g., compiles figures, reviews�statistical reports, verifies expense items);\r\n Designs and initiates new forms and procedures to facilitate workflow;\r\n \r\n Performs related duties as required.\r\n \r\n\r\n

KNOWLEDGE, SKILL AND ABILITY

\r\n\r\n Considerable knowledge of\r\n \r\n office systems and procedures;\r\n proper grammar, punctuation and spelling;\r\n \r\n \r\n Knowledge of\r\n \r\n business communications;\r\n department's/unit's policies and procedures;\r\n business math;\r\n \r\n \r\n Skills;\r\n \r\n interpersonal skills;\r\n oral and written communication skills;\r\n \r\n \r\n Ability to\r\n \r\n schedule and prioritize office workflow;\r\n operate office equipment which includes computers, tablets, and other�electronic equipment;\r\n operate office suite software;\r\n take notes (shorthand, speedwriting or other method acceptable to the supervisor).\r\n \r\n \r\n\r\n\r\n

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) years of experience above the routine clerk level in office support or secretarial work.\r\n

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 with professional experience in Higher Education.\r\n

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER\r\nThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.\r\n