Administrative Assistant


Recruitment #240209-3591CL-001


Do you want to utilize your skills and make a difference?  Are you a self-starter?  If so, please read on to learn more about this exciting opportunity! 

The State of Connecticut Department of Mental Health and Addiction Services (DMHAS) is currently seeking a motivated and talented individual to join our team as an Administrative Assistant.

Position Highlights: 
  • Facility: Connecticut Mental Health Center (CMHC)
  • Team: Inpatient Administration Unit
  • Location: New Haven, CT
  • Schedule: Full-time, Monday - Friday 8:00am - 4:30pm
  • Position Number: 121999
What We Can Offer You:
  • 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
  • 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.
  • Generous paid time off, including 13 paid holidays per calendar year
  • Professional growth and development opportunities
  • A healthy work/life balance to all employees

    Discover the opportunity to:

    • Engage in a rewarding career;
    • Showcase your talents in a meaningful role;
    • Thrive in an exciting environment;
    • Provide support to a division that is passionate about the work we do;
    • Work together in a collaborative team environment.

    The Role:

    Job duties include, but are not limited to:

    • Act as confidential administrative assistant utilizing independent judgement, creating and disseminating information, and ensuring compliance; 
    • 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; 
    • Compile, compose, and prepare a wide variety of correspondence, notes, and memorandums, complex letters and reports; 
    • Schedule appointments and arranges meetings;
    • 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.

      CMHC is an urban community mental health center with an exceptional 50-year tradition of serving individuals with serious mental illness. Founded in 1966, the CMCH cares for more than 5,000 people a year in a variety of services. CMHC treats individuals suffering from severe and persistent psychosis, depression, anxiety, addictions (including alcoholism, cocaine, and gambling) and those with co-existing mental health and addiction problems. 

      We hope you take this opportunity to continue your career with us and make a difference!

      Selection Plan

      Please read or watch our Applicant Tips on How to Apply!
      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.
      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
      • 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 Julie Barker via email 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.


      Specifically, these duties include but are not limited to:

      • Assist in organizing all nursing projects, including setting meetings, taking notes, communicating with other departments, send and receiving E-mails on behalf of DON.
      • Preparing documents for the upcoming meetings, preparing agendas, organizing all necessary documents for nursing department including nursing competencies, students and staff onboarding paperwork, investigation related documents, payroll, FMLA paperwork, purchasing and all medical equipment inventories and maintenance records. 
      • Collection and monitor the 24hr. Nursing Reports submitted daily by the 3rd, 4th and 5th floors Inpatient Services to keep Nursing Department apprise of daily census and staffing.
      • Process credentialing packets for Nursing staff to obtain clinical privileges (i.e., coordinate documentation for Nursing Peer Review, prepare charts for review; distribute confirmed letters to applicants about their status of privileges.
      • Document (i.e., individual educational records, evidence of licensure (RN, APRN), ANA certification, service ratings, etc.)
      • Maintain CQI documents (i.e., quarterly reports and raw data) in preparation for JCAHO surveys.
      • Coordinates with YSN all documentation on Nursing Students orientation and placement, within facility.
      • Coordinate and implement changes in CMHC's Nursing Policy and Procedure Manuals, insuring that up to date information is maintained and distributed to relevant areas, in addition that nursing policy and procedures are in compliance with JCAHO standards, (i.e., format policy and procedures documents in accordance to JCAHO standards). 
      • Design forms and collaborates for data collections and tracking systems to facilitate and monitor nursing quality assurance activities (i.e., CQI quarterly reports presented to the Patient Care Committee, and the Executive Committee of Medical and Professional Staff. 
      • Coordinate and implement changes in CMHC’s Nursing Policy and Procedure Manuals, insuring that up to date information is maintained and distributed to relevant areas, in addition that nursing policy and procedures are in compliance with JCAHO standards, (i.e., format policy and procedures documents in accordance to JCAHO standards). 
      • Responsible for composing and typing minutes of meetings and reports, meeting CMHC, DMHAS and regulatory standards. 
      • Performs other duties as required.
      • Click here for additional information.


      • 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 working in healthcare/hospital administration, communication systems.
      • Experience using oral and written communication skills, as well as the ability to communicate with staff at all levels of an organization.
      • Experience maintaining sensitive and confidential information.
      • Experience with Microsoft Office applications including Excel, database systems and web browsers. 
      • Experience with data management and developing reports.
      • Experience managing complex projects from inception to completion, development to deployment.



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