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The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is seeking a qualified individual for the position of Secretary 2 (PCN 139957) to join our team in Waterbury. This position will support Western Connecticut Mental Health Network's (WCMHN) Fiscal/Administrative office and may support our outpatient clinics when coverage is needed. Find out more information on this great opportunity below!
WHAT WE CAN OFFER YOU:
- 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
- Generous paid time off, include 13 paid holidays per calendar year
- Extensive pension plan and supplemental retirement offerings
- Retirement healthcare offerings
- Professional growth and development opportunities
- State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.
- A healthy work/life balance!
WHAT YOU'LL BE DOING:
- Processing staff travel and reimbursement forms.
- Greeting and directing visitors, answering phones, taking messages, answering questions requiring knowledge of terminology and agency organization.
- Working as a team member with other agency clerical staff to cover agency-wide clerical initiatives.
- Preparing statistical reports, calculating and completing agency mileage sheets, organizing and maintaining employee key card activation and deactivation.
- Composing letters/memoranda for supervisor's signature, formatting and typing a full range of correspondence, reports and drafts.
MORE ABOUT THE AGENCY AND FACILITIES:
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’s mission is to provide a comprehensive and effective recovery-oriented system of mental health and addiction services that promotes self-sufficiency, dignity, cultural sensitivity and respect.
Western Connecticut Mental Health Network is committed to the following values:
- New Opportunities
FOR ASSISTANCE IN APPLYING:
Please read or watch our Applicant Tips on How 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.
- 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.
- 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 DAS.SHRM@ct.gov.
- This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.
Important Next Step Information for 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 www.ct.gov/ethics.
- For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.
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 Joseph K. Fried at Joseph.Fried@ct.gov, 860-924-7053.
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
Performs a variety of secretarial duties as described in the following areas:
- 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.
- Designs office filing systems;
- Organizes and maintains files (including confidential files);
- Maintains, updates and reviews reference materials and manuals.
- Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
- 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.
- 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.
- Screens letters, memos, reports and other materials to determine action required;
- May make recommendations to the supervisor.
- 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:
- 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;
- proper grammar, punctuation and spelling;
- Knowledge of
- business communications;
- department's/unit's policies and procedures;
- business math;
- interpersonal skills;
- oral and written communication skills;
- Ability to
- schedule and prioritize office workflow;
- operate office equipment which includes computers, tablets, and other electronic equipment;
- operate office suite software;
- take notes (shorthand, speedwriting or other method acceptable to the supervisor).
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
Three (3) 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 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.
- Experience utilizing the information tracking systems to generate reports for agency stakeholders.
- Experience overseeing an office including administrative functions, ordering supplies and inventory, organizing and preparing for meetings to include taking minutes and distribution.
- Experience utilizing Microsoft Word to create and disseminate letters, memorandums and other documents.
- Experience utilizing Excel to sort/filter data, data-entry, utilize formulas and review, compile and analyze data to create reports.
- Experience using electronic file systems to monitor and track physical charts.
- Experience providing customer service assistance to multiple diverse populations and skill levels.
- Experience communicating in person, on the phone, and in writing with a variety of parties, including co-workers, state and/or private agencies, and the public.
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.