Secretary 2

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 seeks qualified individuals for the position of Secretary 2 within Connecticut Valley Hospital (CVH).  LOCATION:  Executive Management Suite, Page Hall, 1000 Silver Street, Middletown, CT 06457.  This is a full-time, 40.00 hours per week position.  The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m.  The position number is 87936.

Recovery-oriented care is the overarching framework that guides everything we do at DMHAS.  The Department strives to build a community of care that is respectful of an individual/family’s worldview, culture, and beliefs, and supports the individual/family’s overall health and wellness.

This position is located within the CEO Executive Management Team, specifically, this position will be the support of the Nursing Executive.

In this role you will:

• Create and utilize multiple computer databases for record keeping and reporting purposes;
• Research and assemble information from a variety of sources and prepare statistical and/or narrative reports;
• Interact with all clinical staff within CVH as a representative of the Nursing Executive and well as Executive Management staff;
• Troubleshoot by relieving the Nurse Executive of as much administrative detail as possible; and
• Maintain, update and review Nursing manuals and reference materials.

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

Please ensure that your application is complete and you have included your resume within the "Resume Tab" of your application.  You will be unable to make revisions once you submit your application into the JobAps system.  At any point during the recruitment process, applicants may be required to submit additional documentation which supports their qualification(s) for this position. These documents may include performance reviews, attendance, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency. You do not have to attach these documents to your application submission.   

Questions about this recruitment should be directed to Doreen Clemson at Doreen.Clemson@ct.gov or (860) 785-9855.

In order to be considered for this job opening, you must be a current State of CT employee, who has permanent state status* and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application.

*For employees in the classified service, permanent status is obtained after successful completion of a working test period.  For employees in the unclassified service, permanent status is obtained after serving in a position for at least six months (full-time or full-time equivalent).

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.

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.

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).

Three (3) years' experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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.

Preference will be given to applicants who have:

• Experience with Microsoft Office including Excel, PowerPoint, Word & Outlook;
• Strong organizational skills including scheduling meetings, filing, copying and scanning documents; and
• Experience writing minutes of meetings.

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.