STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Secretary 2

Office/On-site

Recruitment #240418-7539CL-001

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Introduction

Do you want to make a difference while participating in a dynamic and reciprocal health care environment in the public sector? If so, we have an excellent opportunity for you to join our hospital’s team! 

THE POSITION
The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is seeking a Secretary 2 to join their team. Given our diverse client base, proficiency in Spanish is essential. The ability to communicate effectively in both English and Spanish is crucial for serving our clients.

HIGHLIGHTS
  • FACILITY: Southwest Connecticut Mental Health System (SWCMHS)
  • LOCATION: Greater Bridgeport Community Mental Health Center (GBCMHC)
  • UNIT: Intake Unit 
  • ADDRESS: 1635 Central Avenue, Bridgeport, CT 
  • SCHEDULE: Full-Time, First Shift, 40 Hours per Week, 8:00am - 4:30pm, Monday through Friday
  • POSITION NUMBER: 27987
WHAT'S IN IT FOR YOU
  • 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;
  • We offer a competitive benefits plan that includes healthcare coverage, a retirement plan as well as paid time off, including 13 paid holidays per calendar year. 
  • We encourage a strong work/life balance for all state employees. 
  • We offer opportunities for professional and personal growth. 
  • We have limitless areas for you to perform relevant and significant work.
  • 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.
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 so they can achieve success;
  • Make a difference in the public sector;
  • Work together in a collaborative team environment.
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. 

SWCMHS strives to provide high quality, compassionate and culturally competent mental health and substance abuse services to adults with behavioral health disorders who are indigent. With three locations throughout Fairfield County, SWCMHS, promotes and administers comprehensive recovery oriented services in the areas of mental health treatment and substance abuse prevention and treatment. These services include inpatient treatment programs and outpatient clinical services, as well as a wide range of additional supportive treatment services. 

Selection Plan

FOR ASSISTANCE IN APPLYING: 

Please read or watch our Applicant Tips on How to Apply!


Please Note: 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.

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.
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. Read through this helpful link to prepare for your interview.
  • 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.
    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 at Julie.Barker@ct.gov. 

    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

    • Office Management: including administrative functions, ordering supplies and inventory, organizing and preparing for meetings to include taking minutes and distribution.
    • Receptionist this position reflective of SWCMHS values as a welcome setting, greets and directs clients in their native(native) language daily; coordinates walk-ins with available staff; demonstrates sensitivity, patience and understanding; maintains firm boundaries; directs visitors as necessary; makes reminder calls to clients regarding upcoming appointments.
    • Greeting and Screening Calls: welcomes callers in their native language (Spanish) and assesses their needs, directing them to the appropriate staff members.
    • MR Form Revisions and Reporting: Ensures that all SWCMHS medical record forms are up to date for accurate reporting purposes.
    • Appointment Scheduling: Manages all appointments for various professionals, including supervising clinicians, unit coordinators, clinicians, nurses, and medical doctors (M.D.s).
    • Oversight of the DEC (Intake Unit) electronic health system including WITS and BRAIN, in essence, this position plays a critical part in efficient client flow and data management within DEC.
    • Calendar management: responsible for coordinating and entering daily calendars for the psychiatrists, psychologist, nurses, and clinicians. This includes scheduling appointments for walk-ins and clients who need follow-up appointments.
    • Appointment Coordination: ensures that all appointments are scheduled efficiently and accurately, considering the availability of the professionals and the needs of the clients. In summary, this role plays a critical part in ensuring that the staff¿s schedules are well-organized and that clients receive timely and appropriate care.
    • Correspondence Management: is responsible for composing and sending letters, memos, and/or emails to other agencies and hospitals concerning clients as needed. This includes ensuring that all correspondence is accurate, professional, and timely.
    • Supervision: is responsible for supervision of Secretary 1 and Office Assistant.
    • Interdepartmental Support: provides support to other units as needed, which may include tasks such as data entry, scheduling, and other administrative duties. This role plays a critical part in ensuring that all correspondence is handled efficiently and professionally, and that the clinical staff can focus on providing the best possible care to their clients.
    • Filing System Management: Ensures an efficient and accessible filing system for the DEC staff and other relevant personnel. This includes organizing and maintaining files, including confidential ones.
    • Medical Records Notes Handling: The person is responsible for managing the flow of clinical notes, such as treatment plans and health statuses. They ensure that this information is accurately entered into the database and filed appropriately within the respective patient charts. In essence, this role plays a critical part in maintaining organized records and facilitating seamless access to essential clinical information.
    • Inventory management.
    • Data including Agency billing data including Medicare Secondary Payr(MSP) : Obtains, compiles data onto excel spreadsheets for analysis.
    For more information, please see the job specification. 

    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;
    • Skills;
      • 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.

    PREFERRED QUALIFICATIONS

    • Bilingual in English and Spanish, including oral and written communication
    • Experience managing calendars, schedules, contacts, and reminders via Microsoft Outlook
    • Experience working independently and completing multiple tasks within deadlines
    • Experience with office in-person and phone etiquette
    • Experience in a hospital-based or mental health clinic setting
    • Experience utilizing information tracking systems to generate reports for agency stakeholders
    • Experience managing 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, memos, and other documents
    • Experience utilizing Microsoft Excel to sort/filter data, data-entry, utilize formulas and review, compile and analyze data to create reports
    • Experience utilizing the information tracking systems to generate reports for agency stakeholders
    • Knowledge and experience with electronic health records, such as WITS or a similar system
    • Experience supervising lower clerical staff

    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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