Secretary 1 (Part-Time) (Hybrid)

Introduction

\r\n\r\nDo you have experience above the routine clerk level in office support or secretarial work?\r\nJoin our team as a Secretary 1 to make an impact and lead with excellence!\r\n\r\n\r\n\r\nTHE POSITION\r\n\r\nThe State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is now hiring for a part-time Secretary 1 to join their team!\r\n\r\n\r\nHIGHLIGHTS\r\n\r\n\r\n FACILITY: DMHAS Office of the Commissioner (OOC)��\r\n LOCATION: 1000 Silver Street, Middletown, CT\r\n UNIT: Young Adult Services (YAS)�\r\n SCHEDULE: Part-Time, 34 Hours per Week, First Shift\r\n \r\n Monday – Thursday 9:00am-4:30pm (including lunch and breaks)\r\n Friday 9:00am-3:30pm (including lunch and breaks)\r\n \r\n \r\n POSITION NUMBER: 101906\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\n \r\n DISCOVER THE OPPORTUNITY TO\r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n \r\n Schedule meetings and take and transcribe minutes accurately;�\r\n Compile and enter data;�\r\n Organize and process billing information;�\r\n Answer phones and organize offices;�\r\n Order supplies and file accurately;�\r\n Create formats for letters, memos, and other documents; and�\r\n Assist�with developing reports for YAS staff and/or YAS leadership to be distributed to internal and external entities.\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 \r\n \r\n \r\n \r\n \r\n PLEASE NOTE\r\n \r\n \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

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\n\r\n This employer may participate in E‑Verify and will provide the federal government with your Form I‑9 information to confirm work authorization.\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 Jensine Tran at Jensine.Tran@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 performing a full range of secretarial support functions.\r\n

EXAMPLES OF DUTIES

Performs a variety of secretarial duties as described in the following areas:\r\n\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 \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 reference materials and manuals.\r\n \r\n \r\n \r\n CORRESPONDENCE:\r\n \r\n Composes routine letters/memoranda, etc. (e.g., standard replies and�acknowledgement letters) for supervisor's signature.\r\n \r\n \r\n \r\n REPORT WRITING:\r\n \r\n Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).\r\n \r\n \r\n \r\n INTERPERSONAL:\r\n \r\n Greets and directs visitors;\r\n Answers phones and takes messages;\r\n Answers questions requiring knowledge of terminology, organization, supervisor's�responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit).\r\n \r\n \r\n \r\n PROCESSING:\r\n \r\n Scans correspondence;\r\n Pulls and attaches related materials;\r\n Reviews, routes and prioritizes mail.\r\n \r\n \r\n \r\n SECRETARY:\r\n \r\n Arranges and coordinates meetings (including space and equipment);\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 \r\n OFFICE MANAGEMENT:\r\n \r\n Maintains an inventory of supplies and equipment;\r\n Orders supplies when necessary;\r\n Completes, processes, and maintains paperwork for purchasing (e.g., orders,�requisitions, invoices, etc.);\r\n Maintains time and attendance records;\r\n \r\n \r\n\r\nPerforms related duties as required\r\n

KNOWLEDGE, SKILL AND ABILITY

\r\n\r\n \r\n Considerable knowledge of\r\n \r\n office systems and procedures;\r\n proper grammar, punctuation and spelling;\r\n \r\n \r\n Knowledge of\r\n \r\n business communications;\r\n business math;\r\n \r\n \r\n \r\n Skills\r\n \r\n interpersonal skills;\r\n oral and written communication skills;\r\n \r\n \r\n \r\n Ability to\r\n \r\n schedule and prioritize office workflow;\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 the supervisor).\r\n \r\n \r\n\r\n\r\n

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of experience above the routine clerk level in office support or secretarial work.\r\n

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 one (1) year.\r\n

PREFERRED QUALIFICATIONS

\r\n\r\n Experience with Healthcare Privacy and confidentiality regulatory requirements\r\n Experience applying attention to detail and organization to handle tasks accurately, consistently, and on schedule\r\n Experience performing clerical work in a healthcare, behavioral health, or hospital environment related to medical records, health information management, or compliance\r\n Experience working with an electronic health record system\r\n Experience processing release of information request and maintaining documentation in accordance with legal and regulatory standards\r\n Experience with Microsoft applications, including Excel, Word, Outlook, and Access\r\n Experience delivering responsive and accurate customer service\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