Office Assistant

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.

The DMHAS, Whiting Forensic Hospital seeks two experienced and qualified individuals for two position of Office Assistant (PCN 27305 & 89445).  These positions are located within the Medical Records Unit at Whiting Forensic Hospital in Middletown, CT.  These are full-time, forty (40) hour per week positions.  The work schedule is as follows:   Monday through Friday 8:00 a.m. to 4:30 p.m.   

Are you a self-starter? Do you have a passion for supporting others? Do you want to make a difference while participating in a dynamic and reciprocal health care environment in the public sector? If so, we have an excellent opportunity for you to join our hospital’s team.

In this role you will:

• Be responsible for assembly of medical records;
• Route incomplete records to the assigned clinical staff;
• File medical record reports/documentation in the patients’ medical records;
• Scan and assemble discharge documents for information to be available for use by clinical staff.

The Whiting Forensic Hospital specializes in providing inpatient services to individuals involved in the criminal justice system. The hospital consists of 91 maximum security beds and 138 enhanced security beds.  Services are provided to individuals who are admitted under the following categories: Psychiatric Security Review Board commitment, Criminal court order for restoration of competency to stand trial, civil commitment (voluntary or involuntary) and Transfer from the Department of Correction (during period of incarceration or at end of sentence). Discharge options are dependent on legal status and the purpose of admission.   

State of Connecticut employees participate in a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off.

Please ensure that your application is complete as you will be unable to make revisions once you submit your application into the JobAps system.

Questions regarding this recruitment should be directed to Julianne Wheeler, DMHAS HR, (860) 262-5868 or Julianne.Wheeler@ct.gov.

In a state agency this class is accountable for 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.

1. TYPING: Types a variety of materials in relation to other duties or as assigned; enters and retrieves data on personal computers and computer terminals.

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

3. CORRESPONDENCE: Composes routine correspondence.

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

5. 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.

6. 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 phone or form letter; 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 billing control cards, 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 automated equipment to perform job functions; performs related duties as required.

Knowledge of office systems and procedures including proper telephone usage and filing; oral and written communication skills; skill in performing arithmetical computations; basic interpersonal skills; ability to perform a full range of clerical tasks; ability to operate office equipment which includes personal computers, computer terminals and other electronic automated equipment; ability to operate office suite software; ability to schedule and prioritize workflow; ability to read and interpret complex instructions.

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling six (6) months of experience.

Preference will be given to candidates who possess:

• Experience preparing and filing probate applications;
• Experience working within a medical records department in a behavioral health and/or a hospital setting.

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

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.