Administrative Assistant


Recruitment #230830-3591CL-001


Are you looking for an opportunity to serve your state?
If so, read below and apply today! 

The State of ConnecticutDepartment of Mental Health and Addiction Services (DMHAS) is seeking an Administrative Assistant to join their team. 

  • FACILITY: Connecticut Valley Hospital (CVH)
  • UNIT:  Addiction Services Division (Division Director)
  • ADDRESS: 1000 Silver Street, Middletown, CT
  • SCHEDULE: Full-time, 40 hours per week, first shift, 8:00am - 4:30pm, Monday through Friday
  • The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked One of the Best Employers of 2023 - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule
  • NEW: A Platinum Healthcare Plan, the nation’s best for state employees and dependents, according to a report by Georgetown’s Center on Health Insurance Reform and article by Ellen Andrews, Ph.D., along with comprehensive benefit offerings
  • Extensive pension plan and supplemental retirement offerings
  • Generous paid time off, including 13 paid holidays per calendar year
  • Professional growth and development opportunities
  • A healthy work/life balance to all employees
  • As a loan forgiveness organization, you may be able to qualify for one or more State or Federal loan forgiveness programs.
    • Act as confidential administrative assistant working with executive level managers and administrative staff utilizing independent judgement, creating and disseminating information regarding addiction services, creates and updates spreadsheets for medical and chart compliance and incident reporting, assist managers with chart audit process to ensure charts follow state regulations; 
    • Ensure the office is operating efficiently and at the highest level of professionalism, including ability to act and troubleshoot for manager in their absence;
    • Maintain high level of professionalism and with the public, including interaction within DMHAS, other state agencies as well as external programs and services; 
    • Coordinate data for action by taking and transcribing confidential correspondence from supervisor, as well as from meetings. 
    • Compile, compose, and prepare a wide variety of correspondence, notes, and memorandums, complex letters and reports for division director and other clinical staff; 
    • Advise division director of appropriate action taken on routine matters; 
    • Schedule appointments and arranges meetings for managers within the Addiction Services Division; and
    • Screen incoming correspondence, refers to appropriate staff and follows up to insure timely response; 
              ABOUT US 
              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. 

              CVH is the largest of DMHAS facilities, and includes 17 inpatient units over two campuses (Middletown and Hartford). The hospital includes both a general psychiatry and addiction services units. CVH provides comprehensive inpatient and outpatient psychiatric care and substance abuse treatment, including treatment for pregnant women and persons with dual diagnoses. Specialty areas include geriatric and special services, an integrated network of comprehensive mental health services for older adults and young adult services. The facility also runs the Traumatic Brain Injury (TBI) program which addresses the needs of TBI survivors, including; reintegration into community living, independent living skills development, vocational and educational training, psychiatric, cognitive and neurological assessment and treatment, speech and physical rehabilitation as well as individual and family counseling.

              Selection Plan

              Please visit our 'Applicant Tips on How to Apply' page.

              Please Note: In order to receive educational credits toward qualification for this job posting, the institution must be accredited.  If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the recruiter listed on this job posting.

              TO APPLY
              • In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. 
              • You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system.
              • In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.
              • 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
              • This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
              AFTER YOU APPLY 
              • 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 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.
              • 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.
              • The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
              • Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position.
              • Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at
              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. If you have any questions pertaining to this recruitment, please contact Jensine Tran at


              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.


              • 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).


              Four (4) years of experience above the routine clerk level in office support or secretarial work.


              One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.


              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.


              • Experience taking meeting minutes
              • Experience working in a hospital based or social service setting
              • Experience utilizing computer software including Microsoft Office Suite365, Microsoft Teams, and SharePoint
              • Experience utilizing Excel to sort/filter data, data-entry, formula creation, compile and analyze data to create reports
              • Experience utilizing a high degree of attention to detail when completing tasks
              • Experience managing multiple tasks or projects and meeting assigned deadlines in a timely manner



              The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.