Connecticut StateDepartment of Administrative Services

Secretary 1

Recruitment #211116-6976CL-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 Western Connecticut Mental Health Network (WCMHN) division provides services to approximately 7,000 clients receiving services in a variety of programs. We foster an environment that is person centered with a focus on individual recovery.

Are you looking to showcase your administrative skills and join a passionate team? If you are, we encourage you to apply today! We seek qualified individuals for the position of Secretary 1 (PCN: 25777) for our Administrative Team. This full-time, 40 hour per week position works 1st shift from 8:00 AM - 4:30 PM, Monday - Friday. This position supports outpatient clinic in the care, treatment and recovery of clients with a serious mental illness, substance abuse disorder and/or medical conditions. We are located at 249 Winsted Road, Torrington, CT 06790.

Discover the opportunity to:
  • Be the forward facing contact for the clinic greeting and directing visitors;
  • Utilize your excellent phone etiquette and relay important messages appropriately;
  • Arrange and coordinates meetings (including space and equipment).
We participate in a competitive benefits plan that includes healthcare coverage, a retirement plan, as well as, paid time off!  We offer outstanding work/life balance and limitless opportunity!

Selection Plan

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

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

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.

Applicant Correspondence - 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.

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.

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.

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

Effective October 1, 2021 and in order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.

You will be unable to make revisions once you submit your application for this posting to the JobAps system.

Should you have questions regarding this recruitment please contact Andrew Pebley at Andrew.Pebley@ct.gov or (860) 785-6185.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency, this class is accountable for performing a full range of secretarial support functions.

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 routine letters/memoranda, etc. (e.g. standard replies and acknowledgement letters) for supervisor's signature.

4. REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g. number of forms processed during the month).

5. INTERPERSONAL: Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g. appropriate referrals, general purpose of the unit).

6. PROCESSING: Scans correspondence; pulls and attaches related materials; reviews, routes and prioritizes mail.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); 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; 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; some knowledge of business math; interpersonal skills; ability to schedule and prioritize office workflow; ability to operate office equipment which includes personal computers and 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

Two (2) years' experience above the routine clerk level in office support or secretarial work.

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.

PREFERRED QUALIFICATIONS

Our preferred candidate will have:
  • Experience working in a Behavioral Health Care setting;
  • Experience with the Microsoft office suite software including developing power point presentations, developing excel spreadsheets, organizing multiple outlook calendars, setting up and managing Teams meetings;
  • Experience with medical/behavioral health terminology;
  • Experience preparing reports by combining information from multiple sources;
  • Experience maintaining office and building supplies inventories and ordering supplies;
  • Experience taking minutes for multiple types of meetings.

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.



Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.




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