New Job Administrative Assistant (Office/On-Site) In Connecticut

Administrative Assistant (Office/On-Site)
Administrative Assistant (Office/On-Site)

Administrative Assistant (Office/On-Site)

Company : State of Connecticut - Department of Mental Health & Addiction Services
Salary : $57,777 - $74,767 a year
Location : Connecticut

Full Description

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS), is a health care agency whose mission is to promote the overall health and wellness of persons with behavioral health needs through an integrated network of holistic, comprehensive, effective, and efficient services and supports that foster dignity, respect, and self-sufficiency in those we serve.

Are you looking to put your administrative skill sets to work in a challenging and dynamic environment? If so, we encourage you to apply today!

The DMHAS, Connecticut Valley Hospital (CVH) is currently seeking a qualified and experienced Administrative Assistant to work within the Executive Nursing Suite. This position is located in Page Hall, 1000 Silver Street, Middletown, CT. It requires high-level confidentiality and the ability to work in a fast-paced environment while remaining professional and courteous at all times. It is full-time, 40 hours weekly. The work schedule is Monday through Friday, 8:00 a.m. to 4:30 p.m. The position number is 130634.

CVH boasts a rich history first opening its doors over 150 years ago in 1868. As the State’s public hospital, we provide treatment of mental illness and currently comprise of 18 inpatient units over two campuses (Middletown and Hartford). In our operational framework, recovery is defined as a process of restoring or developing a positive and meaningful sense of identity apart from one’s condition and then rebuilding one’s life in the fullest sense. Recovery is an individualized patient-centered approach. Achieving and maintaining an optimal state of health and wellness is integrated in our recovery approach. Individuals acquire and practice life skills that will assist them in their recovery process.

Discover the opportunity to:

  • Be a part of a comprehensive team of caring professionals;
  • Provide support to hospital that is passionate about improving the lives of those we serve;
  • Assist our clients and employees so they can achieve success;
  • Make a difference in the public sector; and
  • Work together in a collaborative team environment.
We participate in a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off! We encourage a healthy work-life balance to all employees.

Selection Plan

This position may be subject to Federal requirements for COVID 19 Vaccination Immunization.

Candidates who meet the Minimum Qualifications, as listed on the job opening, will be considered for this role, as determined by qualifications stated on the submitted application.

The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified.

The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.

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 [email protected].

This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.

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.

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.

Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be provided through your JobAps portal account.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application 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, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. Applicants must meet the minimum qualifications as indicated to apply for this position.

Should you have questions pertaining to this recruitment, please contact Doreen Clemson at [email protected] or (860) 785-9855.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for independently performing the most complex tasks in providing both office administration and secretarial support for a major program.

EXAMPLES OF DUTIES

Performs the most complex office administrative duties as described in the following areas:

1. TYPING: Using a personal computer or 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.

2. FILING: Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews references materials and manuals.

3. CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g. explaining department practices and/or policies) for own or manager's signature.

4. REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations.

5. INTERPERSONAL: Acts for manager by interpreting established policies and procedures, etc.; troubleshoots by relieving manager of as much administrative detail as possible; acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).

6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to supervisor.

7. PERSONAL 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 using shorthand, speedwriting or machine transcription; prepares expense accounts; makes travel arrangements.

8. OFFICE MANAGEMENT: Authorizes purchases and payments (within prescribed limits of authority); develops input and prepares documentation for office and/or department budget; coordinates budget control and monitoring; develops office and/or department procedural manuals; assists in interviewing and hiring office support staff; trains office support staff; may supervise office support staff; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of office administration and management; considerable knowledge of department and/or unit policies and procedures; considerable knowledge of proper grammar, punctuation and spelling; considerable knowledge of business communications; knowledge of business math; considerable interpersonal skills; ability to operate office equipment which includes personal computers and other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to manager).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Four (4) years' 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 2 or its equivalent.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

PREFERRED QUALIFICATIONS

Our preferred candidate will possess the following:

  • Experience working in a psychiatric or general hospital facility.
  • Experience working for top level Managers, Directors and Executives.
  • Experience working with confidential information pertaining to patient/client information and hospital related decisions.
  • Experience working in a fast-paced environment with changing priorities.
  • Experience working with Microsoft Teams (setting up meetings, uploading documents, taking notes within the platform) or another comparable video conference platform.
  • Experience using Microsoft Outlook in managing calendars, setting up interviews/meetings, maintaining an executive schedule.
  • Experience using Microsoft Excel in creating spreadsheets using formulas.
  • Experience with Health Insurance Portability and Accountability Act (HIPAA) and maintaining patient/client confidentiality.