Administrative Assistant (Behavioral Home Health) (Office/On-Site)

Introduction

\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\nDo you want to utilize your skills and make a difference?� Are you looking to take the next step in your career?��If so, please read on to learn more about this exciting opportunity!\r\n\r\n\r\n\r\n\r\n\r\nThe State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is currently seeking a detail oriented and highly organized individual for the position of Administrative Assistant�to join our team.�\r\n\r\n\r\n\r\n\r\n\r\nPosition Highlights:�\r\n\r\n\r\n FACILITY: Southwest Connecticut Mental Health System (SWCMHS)\r\n UNIT: Behavioral Home Health (BHH) Unit\r\n LOCATION: Bridgeport, CT\r\n SCHEDULE: Full-time (40 hours), 1st Shift, Monday - Friday 8:00am - 4:30pm\r\n POSITION NUMBER: 110818\r\n\r\n\r\n\r\n\r\n\r\n\r\nWhat We Can Offer You:\r\n\r\n\r\n Visit our new State Employee Benefits Overview page!\r\n Professional growth and development opportunities.\r\n A healthy work/life balance to all employees.�\r\n\r\n\r\n\r\n\r\nDiscover The Opportunity To:\r\n\r\n\r\n\r\n Engage in a rewarding career;\r\n Showcase your talents in a meaningful role;\r\n Provide support to a division that is passionate about the work we do.\r\n\r\nThe Role:\r\n\r\n\r\n\r\n\r\nThe Administrative\r\nAssistant will provide secretarial and administrative assistance to the\r\nDirector of Behavioral Home Health and according to the needs of the agency.\r\nThe Behavioral Home Health Unit is an\r\ninnovative, integrated healthcare service delivery model that is\r\nrecovery-oriented, person and family centered and promises better patient\r\nexperience and better outcomes than those achieved in traditional services.\r\n\r\n�\r\n\r\n\r\nJob duties include but are not limited to:\r\n\r\n\r\n\r\n\r\n\r\n\r\n Perform duties with strict adherence to confidentiality and\r\n regulatory compliance with program.\r\n Coordinate meetings, take meeting notes, and\r\n compose professional meeting minutes.\r\n Correspondence on behalf of the BHH Director and\r\n manages office incoming and outgoing mail or packets.\r\n Assist with agency events or project planning and\r\n implementation.\r\n Data entry. \r\n Generate, compile, modify, and organize various types of\r\n reports in Excel, Word, Access, SharePoint, and Adobe.\r\n Inputs all BHH Health Status’ into Carolan and\r\n runs reports from Tableau.\r\n Manage all room reservations and Outlook calendars.\r\n Collaborate and follow up with IT department\r\n regarding office phone system, computer user accounts, and other IT related\r\n issues.\r\n Coordinates and monitors schedules for BHH\r\n staffing including group activities.\r\n Runs and monitors BHH reports from Tableau. \r\n \r\n Provides analysis of reports to staff.\r\n Monitor and maintain current office supplies and equipment\r\n inventory, coordinate with Business Office for any purchasing and supplies\r\n requests.\r\n Monitor office environment and state vehicles,\r\n submit work requests and monthly mileage sheet to Plant Operation department.\r\n Coordinate with Plant Operation department and building property management for\r\n state vehicles and building related issues.\r\n Organize and manage administrative and\r\n confidential digital and paper files.\r\n Supervise the office assistant and provide backup\r\n coverage for the reception. \r\n Answer calls, greet and direct visitors/clients, take\r\n messages, and communicate with security, agency staff and providers.\r\n\r\n\r\n\r\n\r\n\r\n\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n About Us:\r\n \r\n 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.�\r\n \r\n \r\n \r\n Southwest Connecticut Mental Health System (SWCMHS) is responsible for the oversight and management of contracts with private not-for-profit agencies and residential providers providing mental health services in the southwest region of the state.� With locations in Bridgeport and Stamford, SWCMHS provides inpatient, outpatient and assertive community treatment (ACT) services and community support services for adults with severe behavioral health disabilities; mental health services for people who are deaf or hearing impaired and a mobile crisis intervention team. SWCMHS also provides outreach to people who are homeless and mentally ill. Special agency programs include Shelter Plus Care, a housing program for people who are homeless and who have a history of substance abuse or mental illness or who have AIDS.��\r\n \r\n \r\n Please note:\r\n A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment.\r\n All state employees must adhere to Connecticut’s Policy for a Drug Free Workplace.�\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n

Selection Plan

FOR ASSISTANCE IN APPLYING:�\r\nCheck out our�Applicant Tips on How to Apply! Need more resources?� Visit our�Applicant Toolkit�for additional support throughout the recruitment process.�\r\nBEFORE YOU APPLY:�\r\n\r\n Meet Minimum Qualifications:�Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified. �\r\n Educational Credits:�List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, 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 contact listed below by the closing date listed on the job posting.�\r\n Resume Policy:�Per�Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.�\r\n Preferred Shift/Location:�Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.�\r\n Timely Submission:�All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. �Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing�DAS.SHRM@ct.gov.�\r\n Salary Calculations: 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.�\r\n\r\n\r\n Note: The�only way�to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.\r\n\r\nAFTER YOU APPLY:�\r\n\r\n Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your�Personal Status Board�regularly.\r\n For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select “Update My Contact Information.”\r\n Referral Questions:�This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).� �\r\n\r\n\r\n Prepare For An Interview:�Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful�Interview Preparation Guide�to make the best impression!�\r\n Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.��\r\n The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.��\r\n Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 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, available at�www.ct.gov/ethics.\r\n\r\nQUESTIONS? WE’RE HERE TO HELP:�\r\nDue to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to�Julie Barker at Julie.Barker@ct.gov.�\r\nJoin the State of Connecticut and take your next career step with confidence!\r\n

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. \r\n

EXAMPLES OF DUTIES

Performs the most complex office administrative duties as described in the following areas:\r\n\r\n\r\n TYPING:\r\n \r\n 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.;\r\n Proofreads for content;\r\n Edits using knowledge of grammar, punctuation and spelling.\r\n \r\n \r\n FILING:\r\n \r\n Designs office filing systems;\r\n Organizes and maintains files (including confidential files);\r\n Maintains, updates and reviews references materials and manuals.\r\n \r\n \r\n CORRESPONDENCE:\r\n \r\n Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.\r\n \r\n \r\n REPORT WRITING:\r\n \r\n Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports;\r\n Analyzes information and may make recommendations.\r\n \r\n \r\n INTERPERSONAL:\r\n \r\n Acts for manager by interpreting established policies and procedures, etc.;\r\n Troubleshoots by relieving manager of as much administrative detail as possible;\r\n Acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).\r\n \r\n \r\n PROCESSING:\r\n \r\n Screens letters, memos, reports and other materials to determine action required;\r\n May make recommendations to supervisor.\r\n \r\n \r\n SECRETARY:\r\n \r\n Arranges and coordinates meetings (including space and equipment);\r\n Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports);\r\n Writes minutes of meetings, lectures, conferences, etc. from rough draft;\r\n Takes notes and/or meeting minutes;\r\n Prepares expense accounts;\r\n Makes travel arrangements.\r\n \r\n \r\n OFFICE MANAGEMENT:\r\n \r\n Authorizes purchases and payments (within prescribed limits of authority);\r\n Develops input and prepares documentation for office and/or department budget;\r\n Coordinates budget control and monitoring;\r\n Develops office and/or department procedural manuals;\r\n Assists in interviewing and hiring office support staff;\r\n Trains office support staff;\r\n May supervise office support staff.\r\n \r\n Performs related duties as required.\r\n \r\n\r\n

KNOWLEDGE, SKILL AND ABILITY

\r\n\r\n\r\n Considerable knowledge of\r\n \r\n office administration and management;\r\n department and/or unit policies and procedures;\r\n proper grammar, punctuation and spelling;\r\n business communications;\r\n \r\n \r\n Knowledge of business math;\r\n Considerable\r\n \r\n interpersonal skills;\r\n oral and written communication skills;\r\n \r\n \r\n Ability to\r\n \r\n operate office equipment which includes computers, tablets, and other electronic equipment;\r\n operate office suite software;\r\n take notes (shorthand, speedwriting or other method acceptable to manager).\r\n \r\n \r\n\r\n\r\n

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

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

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

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

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. \r\n

PREFERRED QUALIFICATIONS

\r\n\r\n\r\n\r\n Experience in Microsoft Office Suite (Outlook,\r\n Teams, Word, Excel, Access, PowerPoint, Publisher, SharePoint), along with\r\n Citrix, Tableau, and Adobe tools, to streamline workflows, manage information,\r\n and enhance administrative efficiency.\r\n Experience in taking professional meeting notes and\r\n preparing accurate, well-organized minutes.\r\n Experience in adapting to shifting priorities and\r\n efficiently reorganizing tasks as new assignments come in.\r\n Experience working in professional environments\r\n where a high standard of conduct, communication, and confidentiality is\r\n required.\r\n Experience\r\n managing Outlook calendars and scheduling meetings or room reservations.\r\n Experience\r\n collaborating with IT departments to resolve issues related to phone systems,\r\n user accounts, and computer equipment.\r\n Experience\r\n coordinating staffing schedules, group activities, or similar scheduling\r\n functions.\r\n Experience\r\n maintaining inventory of office supplies and coordinating purchases with\r\n business office staff.\r\n \r\n Experience organizing, managing, and safeguarding confidential\r\n administrative files, both digital and paper-based.\r\n \r\n Experience supervising administrative staff and providing coverage for\r\n front-desk or reception duties.\r\n\r\n\r\n\r\n\r\n\r\n\r\n\r\n

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER\r\nThe State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.\r\n