STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant

Recruitment #211015-3591CL-001

Introduction


Are you interested in a career where you can make a difference, do what you are passionate about and receive personal fulfillment? If you are that candidate, then the Albert J. Solnit Children’s Center is looking for you to be a part of their team!

The State of Connecticut, Department of Children and Families (DCF) is recruiting for a full-time, Administrative Assistant to work in the Albert J. Solnit Children’s Center-South Campus 915 River Road, Middletown, CT 06457.

Schedule: Monday through Friday, 9:00 a.m. - 5:30 p.m. (1/2 hour unpaid lunch).

This position provides the administrative support to the facility both as the supervisor of all clerical staff as well as the Administrative Assistant to the Medical Director and to the Director of Program Operations. As the supervisor of all clerical support staff, you will provide the oversight to ensure all clerical duties related to patient care meet accreditation standard for the hospital and the Psychiatric Residential Treatment Facility (PRTF), at Solnit South.

These duties include but are not limited to:
  • Hospital and PRTF quality assurance activities.
  • Data entry.
  • Maintaining an organized filing system.
  • Experience with medical records standards and the required medical record audits, including ongoing maintenance and organization.
  • Ordering supplies.
  • Faxing of medical documents per HIPPA regulations.
  • Scheduling appointments, including managing conference room schedules.
  • Organizing and maintaining credentialing folders for members of the medical staff.
  • Support to medical staff with credentialing applications, privileging, primary source verification and re-credentialing.
  • Taking minutes and keeping records of the clinical and medical staff meetings.
  • Coordination and maintenance of the facility call schedule.
  • Time keeping and leave records keeping for clinical and medical staff.
Our mission is partnering with communities and empowering families to raise resilient children who thrive. Working together with families and communities for children who are healthy, safe, smart and strong. We are comprised of fourteen (14) area offices, 2 facilities, the Wilderness School, and Central Office.

We will continue to offer the same competitive benefits you are accustomed to, including medical, vision and dental insurance as well as retiree health insurance. Paid time off, including 12 paid holidays per calendar year in addition to vacation, sick and personal leave accruals. Also group life insurance and other supplemental benefits. We offer outstanding work/life balance and limitless opportunity.

We hope you take this opportunity to continue your career with us and make an impact by serving your state!

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee of the Department of Children and Families, 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).

All State employees shall follow the guidelines as listed in Executive Orders  13F (3a) and 13G (3a) .

Interviews will be limited to candidates whose experience most closely meets the preferred qualifications, so please ensure that your application is complete and details your experience as outlined in this job posting. Please note: You will be unable to make revisions once you submit your application into the JobAps system. Applications to this recruitment may be used for future vacancies in this job class.

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

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: a cover letter, performance reviews, attendance reports, supervisory references, college transcripts, licenses, etc. at the discretion of the hiring agency. You do not have to submit these documents with your application.

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.

If you have any questions pertaining to this recruitment, please contact Lisa Womble, Lisa.Womble@ct.gov.

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

  • Experience working in a multifaceted, high volume environment with strict timelines
  • Experience working with medical records
  • Experience with Microsoft Suite - Outlook, Word, Excel, Power Point
  • Experience using CORE-CT and/or Kronos for verifying information, data entry and running reports
  • Experience in office management including, but not limited to, providing complex clerical and administrative support to multiple administrator/professional level professionals

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.