Connecticut StateDepartment of Administrative Services

Secretary 2

Recruitment #200312-7539CL-001

Introduction

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, Office of the Commissioner (OOC) seeks a dynamic and qualified individual for the position of Secretary 2 (PCN 23776). This position is within the Office of Forensic Evaluations. Our team members are passionate about the work we do.  We are conveniently located at 51 Coventry Street, Hartford, CT.  This is a full-time, 40 hour per week position with work schedule of Monday – Friday, 8:00am - 4:30pm.

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 want you to join us!

In this role you will:

  • Provide oversight of all court ordered cases, including entering data into databases, organizing and distributing charts to office staff; daily filing; communicating with the courts and other DMHAS, state and non-state systems regarding the status of the evaluations; 
  • Receive and appropriately handle or refer incoming calls to the appropriate staff person; 
  • Regularly entering information into two databases, Microsoft Access and the current DMHAS data system, and will need to search Criminal Justice and Department of Corrections databases; 
  • May also provide transcription services to clinical staff; writing and sending of all continuance, appointment, transfer and other related letters to the court, attorney's and other DMHAS, state and non-state systems, as well as faxing or sending documents to other agencies following court proceedings; 
  • Be responsible for general office management.

We participate in a generous, competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off!

Please ensure that your application is complete and you have included your resume in the “Resume Tab” of your application as you will be unable to make revisions once you submit your application into the JobAps system.  Individuals considered for interview will be required to submit additional documentation supporting their qualification(s) for this position.  These documents may include performance reviews, attendance, supervisory references, college transcripts, licensure, etc.  You do not have to attach these documents to your application. 

Should you have questions pertaining to this recruitment, please contact Julie Barker, (860) 262-6745 or Julie.Barker@ct.gov.

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

Incumbents perform a variety of secretarial duties as illustrated 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 reference materials and manuals.

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

4. REPORT WRITING: Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included.

5. INTERPERSONAL: Greets and directs visitors; answers phones and screens incoming calls; provides advice to callers regarding policy and procedures (e.g. citing a regulation to solve a specific problem); coordinates with others both within and outside of the organization on a variety of non-routine matters.

6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to the 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: Maintains an inventory of supplies and equipment; orders supplies when necessary; completes, processes and maintains paperwork for purchasing (e.g. orders, requisitions, invoices, etc.); maintains time and attendance records; assists in preparing and monitoring the office budget (e.g. compiles figures, reviews statistical reports, verifies expense items); designs and initiates new forms and procedures to facilitate workflow; performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of office systems and procedures; considerable knowledge of proper grammar, punctuation and spelling; knowledge of business communications; knowledge of department's/unit's policies and procedures; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which includes personal computers other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to the supervisor).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) 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 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.

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.







The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.