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.
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!
The DMHAS,
Capitol Region Mental Health Center (CRMHC), is currently seeking a qualified and
experienced individual for the position of Administrative Assistant for the Young
Adult Services Division (YAS), located at 500 Vine Street, Hartford,
CT. This is a full-time, 40-hour per week position. The work schedule is
1st shift, 8:00 a.m. to 4:30 p.m., Monday through Friday. The position
number is 126198.
Our mission at
CRMHC is to partner with persons in recovery to ensure access to high quality
and culturally competent person-centered behavioral healthcare
services. We are a community based mental health center, operated by
DMHAS, which provides an array of innovative clinical and community support
services to individuals with a psychiatric disability, in many cases with co-occurring
problems of substance abuse.
In this role you will discover the
opportunity to:
- Report directly to the Director
of Operations (DO) who oversees the YAS Division, Quality Improvement Division,
Facility Health Information Technology, and Facility Accreditation
functions;
- Assist in various
operational needs to the managers who report to the DO;
- Be responsible for ordering
and distributing office supplies for areas covered by the DO;
- Monitor office needs and
administrative work;
- Be in charged with tasks involving
independent problem-solving and troubleshooting for the DO; and
- Be a part of the Administrative
Assistant team in collaborating and ensuring smooth and consistent operations
across all facility departments.
We participate in a competitive
benefits plan that includes healthcare
coverage, a retirement plan as well as paid time off! We encourage a healthy
work-life balance to all
employees.
Selection Plan
All state hospital employees or employees working in a long-term care setting or prospective state hospital employee or prospective employee working in a long-term care setting shall follow Special Act 22-1.
This position may be subject to Federal requirements for COVID 19 Vaccination Immunization.
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.
The immediate vacancy is listed
above, however, 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.
All application materials must be
received by the recruiting agency by the time specified on the job opening for
the position for which you are applying. Late applications may not be submitted
and will not be considered. Exceptions are rare and limited to documented
events that incapacitate a candidate during the entire duration of the job posting
time period. It is the candidate’s obligation and responsibility to
request an exception and provide a legally recognized justification to
accommodate such exception. Requests should be made to DAS.SHRM@ct.gov.
Due to the volume of applications
anticipated, we are unable to provide confirmation of receipt or status during
the recruitment process. Updates will be provided through your JobAps portal
account.
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.
In order to comply
with Public Act 21-69, the State of Connecticut is no longer asking for resumes
during the initial application process.
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.
Should you have questions
pertaining to this recruitment, please contact Doreen Clemson at Doreen.Clemson@ct.gov or (860) 785-9855.
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 equaling one-half (1/2) year of experience to a maximum of two (2) years.
PREFERRED QUALIFICATIONS
Preference
will be given to candidates who possess the following:
- Experience communicating
via telephone and in-person to a diverse population.
- Experience taking meeting minutes.
- Experience ordering and distributing supplies.
- Experience with word processing, electronic calendars, and spreadsheets
utilizing Microsoft Office 365 Word, Outlook and Excel.
- Experience with Microsoft
Office 365 suite and the Office 365 cloud collaboration tools such as Microsoft
SharePoint, Microsoft OneDrive and Microsoft Teams.
- Experience with assigned
various tasks to complete independently which require troubleshooting for the
manager to achieve assignment goals.
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.