STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant (Multi-Facility)

Office/On-Site

Recruitment #230227-3591CL-MHA

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Introduction

Do you possess administrative support or secretarial work skills? 
Looking to get into State Service? If so, we have a terrific opportunity for you! 

THE ROLE: The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is currently accepting applications for multiple Administrative Assistant positions. The focus of this role is on administrative activities requiring advanced level of accountability, problem solving and interpersonal contacts. The applications generated from this posting may be used to fill Administrative Assistant positions at various DMHAS facilities throughout the State.  If you are interested in becoming an Administrative Assistant, apply today!

POSITION SPECIFICS:
These positions are full-time, 40 hours weekly, Monday through Friday and can be located at the following facilities:

WHAT’S IN IT FOR YOU - Comprehensive Benefits which include: 
  • Industry leading health benefits, including medical and dental coverage; 
  • Extensive pension plan and supplemental retirement offerings; 
  • Retirement healthcare offerings; 
  • Accrued vacation, personal and sick leave; 
  • 13 paid holidays per calendar year; 
  • Professional growth and development opportunities; and
  • Outstanding work-life balance!
AS AN ADMINISTRATIVE ASSISTANT YOU WILL INDEPENDENTLY PROVIDE HIGHLY
COMPLEX ADMINISTRATIVE/SECRETARIAL SUPPORT INCLUDING:  
  • Planning and organizing special events, presentations, etc.;
  • Scheduling meetings and preparing minutes;
  • Answering telephones and responding to emails, referring messages to the appropriate staff;
  • Receiving and distributing daily mail;
  • Troubleshooting and problem-solving issues;
  • Communicating with a variety of parties including other agencies and the public; and
  • Preparing a wide variety of correspondence involving a high level of complexity and sensitivity.
OUR MISSION:
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.

WE WELCOME YOU TO:
  • Be a part of a comprehensive team of caring professionals;
  • Assist our clients/patients so they can achieve success;
  • Experience the opportunity to make a difference in the public sector;
  • Make an impaCT as an Administrative Assistant for the State of Connecticut; 
  • Join us and apply today!


FOR AN INSIDE LOOK: Check out the video below to see what it is like to Make an ImpaCT as a State of Connecticut employee.

Selection Plan

WHAT YOU SHOULD KNOW: 
  • These positions may be subject to Federal requirements for COVID 19 Vaccination Immunization.  Note: Whiting Forensic Hospital is excluded from this requirement.
  • These positions 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. 
TO APPLY: 
  • Ensure that your application is complete and detailed before submitting it. We are no longer accepting resumes in accordance with PA 21-69. You will not be able to make revisions once your application is submitted into the JobAps system.
  • Please select all location(s) and shift(s) in which you are willing to work on your application. Failure to indicate the location(s) and shift(s) may result in not being considered for vacancies in that specific location and shift. 
IMPORTANT INFORMATION AFTER YOU APPLY:
  • 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.
  • 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. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. 
  • Facilities may choose to review applications generated from this posting to fill Administrative Assistant positions within various locations throughout the state.  If so, these positions will NOT be posted separately on JobAps. When a new, Administrative Assistant (Multi-Facility) posting is announced (with a recruitment number ending in MHA), you must re-apply for consideration.
  • Note: A facility may have a need to post a job opening for a more ‘specific’ Administrative Assistant position geared towards the facility’s specific position(s). Those types of Administrative Assistant job openings on JobAps will NOT use applications from this recruitment pool. You must apply to those postings in order to be considered for appointment to those specific position(s). We encourage you to apply to each Administrative Assistant posting you are interested in. Please sign up for Interest Cards to be notified when Administrative Assistant recruitments are posted. 
CONNECT WITH US: 
  • Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. 
  • Should you have any 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:

  • TYPING:
    • Using computers, tablets, and 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.
  • FILING:
    • Designs office filing systems;
    • Organizes and maintains files (including confidential files);
    • Maintains, updates and reviews references materials and manuals.
  • CORRESPONDENCE:
    • Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.
  • REPORT WRITING:
    • Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports;
    • Analyzes information and may make recommendations.
  • 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).
  • PROCESSING:
    • Screens letters, memos, reports and other materials to determine action required;
    • May make recommendations to supervisor.
  • 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 and/or meeting minutes;
    • Prepares expense accounts;
    • Makes travel arrangements.
  • 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;
    • department and/or unit policies and procedures;
    • proper grammar, punctuation and spelling;
    • business communications;
  • Knowledge of business math;
  • Considerable
    • interpersonal skills;
    • oral and written communication skills;
  • Ability to
    • operate office equipment which includes computers, tablets, and other electronic equipment;
    • operate office suite software;
    • take notes (shorthand, speedwriting or other method acceptable to manager).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Four (4) years of 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 with Microsoft Word including composing correspondence. 
  • Experience utilizing Microsoft Excel to sort/filter data, data-entry, formula creation, compile and analyze data to create reports.
  • Experience using PowerPoint and Visio.
  • Experience with Microsoft Outlook and Teams, as well as Zoom, including scheduling meetings with multiple attendees. 
  • Experience communicating in person, on the phone, and in writing, with colleagues and stakeholders. 
  • Experience coordinating office supplies and purchasing. 
  • Experience using initiative, organizational skills, problem-solving and troubleshooting to complete projects on time. 
  • Experience in office management. 
  • Experience working in a hospital based or social service setting.
  • Experience working with clients/patients with mental health illness and/or substance abuse disorders.

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.





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