Connecticut StateDepartment of Administrative Services

Secretary 2

Office/On-Site

Recruitment #220503-7539CL-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, Southeastern Mental Health Authority (SMHA) is currently seeking two experienced and qualified individuals for the position of Secretary 2 within the Assertive Community Team (PCN 88486) and Options Outpatient Services Program (PCN 105670).  They are both located at 401 West Thames Street, Unit 301 in Norwich, CT.  The schedule is 1st shift, 8:00 a.m. to 4:30 p.m., Monday through Friday, 40 hours weekly.  These positions are open to State of Connecticut employees only. 



The Assertive Community Team (ACT) is a multidisciplinary clinical team that delivers comprehensive services to clients who are diagnosed with severe and persistent mental illness and whose needs have not been met by more traditional service delivery approaches. Individuals served by the ACT team have often experienced frequent psychiatric hospitalization and use of hospital emergency rooms, involvement with the criminal justice system, substance abuse, and lack of engagement with traditional outpatient services. By basing treatment in the community the team can better assist the client with challenges they face. The team provides community support services interwoven with treatment and rehabilitative services and regularly scheduled team meetings with the goal of individualizing client care.

Options Outpatient Services Program is an outpatient program for adults 18 years and older with behavioral health needs.  A multidisciplinary team provides individual and group therapy, as well as psychiatric evaluations and medication management.  Trauma informed care is at the foundation of our services, and a talented clinical staff offers a wide range of treatment options for recovery such as Eye Movement Desensitization and Reprocessing (EMDR) and Dialectical and Behavior Therapy (DBT). 

Discover the opportunity to:
 
  • Engage in a rewarding career; 
  • Provide support to a division that is passionate about improving the lives of those we serve; 
  • Assist our clients/employees so they can achieve success; 
  • Make a difference in the public sector; and 
  • Work together in a collaborative team environment. 
As a state employee, we offer the same competitive benefits you are accustomed to. We encourage a healthy work-life balance for all employees!

Selection Plan

In order to be considered for this job opening, you must be a current State of CT employee, who has worked for the state for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening.  You must specify your qualifications on your application. 

These positions may be subject to Federal requirements for COVID 19 Vaccination Immunization.

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

The immediate vacancies are listed above, however, applications to this recruitment may be used for future vacancies in this job class. 

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

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

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. 

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. 

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 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.

PREFERRED QUALIFICATIONS

Our preferred candidate will possess the following: 

  • Experience managing and organizing client charts. 
  • Experience with the mental health population. 
  • Experience managing multiple provider schedules. 

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.