Secretary I (Word Processing)

About Westchester Community College:

Westchester Community College was founded in 1946 as the New York State Institute of Applied Arts and Sciences in White Plains. In 1957, the County of Westchester bought the 360-acre John Hartford estate in Valhalla and designated 218 acres for the community college. Westchester Community College is more than just the county's largest educational institution. It is a living, breathing part of Westchester that goes beyond the influence of a typical college and affects the lives of all who enter its doors.

Job Description:

The Secretary I (Word Processing) provides executive secretarial support to the Dean, serving as the liaison between all the constituents of the School. The incumbent will provide confidential office coverage and handle details not requiring personal attention by the Dean, using discretion, tact and a comprehensive knowledge of college-wide procedures and policies. The Secretary I represents the Dean in contact with the public and employees, and acts as a liaison between School and other college departments and the public as necessary.

The incumbent will also:

• Supervise subordinate office support staff and work study students; establish priorities and coordinates work activities to meet deadlines; assist subordinate employees with difficult operations to ensure timely completion; and review the work of clerical employees to maintain an orderly work flow.
• Implement college policies and procedures under the general supervision of the Dean, including (but not limited to) payroll, personnel, faculty/student issues, student and faculty complaints, security incidents, fire drills and building evacuations, building maintenance concerns and course enrollment statistics.
• Maintain records and prepares personnel transactions, forms and reports in support of managerial action; locate and supply records and supportive documentation upon request from the Dean, other college administrators or departments.
• Compose, prepare and date-enter important and confidential correspondence, reports, charts, contracts, etc., such as budget documents, contracts, employee personnel and payroll records, requisitions, invoices, etc.
• Create spreadsheets, databases, records and presentations.
• Train new employees in use of office equipment and other office procedures.
• All other duties, as assigned.

Requirements:

REQUIRED QUALIFICATIONS: *This is a Civil Service position. The final candidate will be required to take and pass the Civil Service Exam.* Possession of a high school or equivalency diploma and four years of experience where the primary function of the position was the performance of clerical functions, two years of which involved the use of Microsoft Office and other automated systems are required. The successful candidate must be able to create reports. Knowledge in creating spreadsheets, databases, records and presentations also required.

The successful candidate must also be detail and people-oriented as well as possess organizational and interpersonal skills. The incumbent must be able to complete work in a timely manner and meet deadlines for secretarial duties. Discretion related to confidential matters is also required.

PREFERRED QUALIFICATIONS: A Bachelor's degree is preferred.