Office Assistant

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 Office Assistant position in the Admissions Office, located on the Midtown Campus at 181 White Street, Danbury, CT.

ABOUT THE DEPARTMENT:

The Admissions office helps guide students from their initial inquiry and application to the University all the way through matriculation.

ABOUT THE ROLE:

The Admissions Office is energetic and very fast paced, particularly during peak application season, with a wide variety of tasks to be performed. Inquires come via telephone, fax, email, electronic download, and in-person. The ideal candidate must be highly organized and able to multi-task with ease, possess excellent customer service and interpersonal skills, as well as strong verbal and written communication skills. Additionally, the individual in this role must possess excellent experience in keyboarding and word-processing, and be proficient in Microsoft Office, in particular Outlook, Excel, Teams and Word. Previous use of Banner is preferred.

WHAT WE CAN OFFER YOU:

NEW: A Platinum Healthcare Plan, the nation's best for state employees and dependents, according to a report by Georgetown's Center on Health Insurance Reform an article by Ellen Andrews, Ph.D., along with comprehensive benefit offerings
Extensive pension plan and supplemental retirement offerings
Paid time off including 13 paid holidays per calendar year
A culture that encourages work/life balance
Professional growth and development opportunities
Work for a Forbes top company: 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
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.
POSITION REQUIRMENTS: Full-time
40 hours per week
Monday - Friday 8:00am - 4:30pm. Evening and weekend hours may be required during busy times.
A criminal background check will be required prior to offer of employment.
Selection Plan

To Apply: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e. Executive, Legislative, Judicial) to the other.
In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on this job opening. You must specify your qualifications on your application.
The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.
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.
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.
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 recruiter listed on this job posting.
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 Hrpositions@wcsu.edu.
FOR ASSISTANCE IN APPLYING: Please read or watch our Applicant Tips on How to Apply
Important Information After You Apply: 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.
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.
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.
Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
Read through this helpful link to prepare for your interview.
Connect With Us: Due 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 Hrpositions@wcsu.edu.
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PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for independently performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

EXAMPLES OF DUTIES

Performs the full range of general clerical duties as described in the following areas: TYPING:
Types a variety of materials in relation to other duties or as assigned;
Enters and retrieves data on computers, tablets, and other electronic equipment.

FILING:
Sets up and maintains office procedures, filing and indexing systems and forms for own use.

CORRESPONDENCE:
Composes routine correspondence.

REPORT WRITING:
Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).

INTERPERSONAL:
Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority;
Responds to inquiries from other work units or departments/agencies;
Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance;
May lead lower level employees in carrying out assigned clerical functions.

PROCESSING:
Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly;
Processes a variety of documents in determining routine case status;
Exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by correspondence;
Processes purchase requisitions/purchase orders for subsequent action;
Prepares payment lists and billing invoices;
Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders;
Maintains files, journals or account ledgers by posting credits, expenditures, interest, etc.;
Figures payments, costs, discounts and adjustments using prescribed methods and formulas;
Receives monies in various forms such as cash, checks and money orders and prepares for deposit;
Maintains inventory and orders supplies;
Uses a variety of electronic equipment to perform job functions.

Performs related duties as required.
KNOWLEDGE, SKILL AND ABILITY Knowledge of office systems and procedures including proper telephone usage and filing;
Skills
interpersonal skills;
oral and written communication skills;
performing arithmetical computations;

Ability to
perform a full range of clerical tasks;
operate office equipment which includes computers, tablets, and other electronic equipment;
operate office suite software;
schedule and prioritize workflow;
read and interpret complex instructions.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training 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 the ability to multi-task
Excellent customer service, and strong verbal an excellent written communication
Experience with maintaining files and records
Proficient in Microsoft Office, including Excel, Outlook, Teams, and Word
Experience with Banner preferred

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

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.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility. State of Connecticut

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