Secretary 1(Hybrid)

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 , Department of Mental Health and Addiction Services () is now hiring for a to join their team. This position is critical to DMHAS as the incumbent will be responsible for answering the main line in order to direct inquiries, answer calls from clients, families, providers, staff and visitors, and answer questions while providing direction to callers. This position will also provide clerical support to the managers in the Commissioner's Suite as well as process all Tuition Reimbursement applications for the Agency. HIGHLIGHTS FACILITY: Office of the Commissioner (OOC) ADDRESS: 410 Capitol Avenue, Hartford, CT UNIT: DMHAS CEO's  SCHEDULE: Full-Time, First Shift, 40 Hours per Week, 8:00am - 4:30pm, Monday through Friday POSITION NUMBER: 23588

WHAT WE CAN OFFER YOU

Visit our new page The opportunity to work for a Forbes top company: 'Forbes' - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule Professional growth and development opportunities A health to all employees As a Secretary 1, you will be responsible for, but not limited to, the following duties:  Answer the main telephone line, answers questions; direct inquiring calls from clients, families, providers, staff and members from the community to appropriate contacts;  Provide clerical support to leadership, compose routine correspondence, coordinate and complete assigned projects and daily assignments ensuring neatness, legibility, accuracy, and timeliness;  Listen and communicate effectively to carry out oral and written directions;  Complete work in accordance with established deadlines; Organize, maintain, and update files;  Fax and file information as needed, monitor copier/printers; Perform necessary data collection and entry;  Coordinate and distribute incoming mail, and send outgoing mail as appropriate; and  Process all Tuition Reimbursement applications for the Agency. 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.

Selection Plan

FOR ASSISTANCE IN APPLYING: 

Please or 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 , 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. 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 . 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 . 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 Jensine Tran at . 

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for performing a full range of secretarial support functions.

EXAMPLES OF DUTIES

Performs a variety of secretarial duties as described in the following areas:

TYPING: 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. FILING: Designs office filing systems; Organizes and maintains files (including confidential files); Maintains, updates and reviews reference materials and manuals. CORRESPONDENCE: Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature. REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month). INTERPERSONAL: Greets and directs visitors; Answers phones and takes messages; Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit). PROCESSING: Scans correspondence; Pulls and attaches related materials; Reviews, routes and prioritizes mail. SECRETARY: Arranges and coordinates meetings (including space and equipment); 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; 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; 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

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

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.

PREFERRED QUALIFICATIONS

Experience managing the front desk and answering phone calls to provide customer service and respond to requests for information on programs and general policies and procedures Experience working with Microsoft Outlook, Word, Excel, PowerPoint, and Teams  Experience using Peoplesoft or similar platform for financial functions Experience working with office systems and procedures, including electronic and paper filing, digital correspondence, and letter and memo composition Experience prioritizing work and meeting time sensitive deadlines Experience working with confidential and sensitive information  Experience accurately inputting and managing data and using databases to generate report

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.

Overview

Employee Benefits As a State of Connecticut employee you may be entitled to a host of benefits that are not only attractive, but also may be portable should your career bring you to other avenues of state service. From 13 paid holidays to accruing vacation time, being a State of Connecticut employee not only gives you the opportunity to make a difference in someone’s life, but the time to enjoy your own. Listed below are just some of the benefits the State of Connecticut offers depending on the position you hold: Health & Dental Insurance Accrued Vacation, Personal and Sick Leave (Subject to the appropriate bargaining union contract or state statute and regulations.) Retirement Plan Group Life Insurance Supplemental Benefits Voluntary Defined Contribution Plans Flexible Spending Accounts (Dependent Care Program, Medical Flexible Spending, and Qualified Transportation) Supplemental Benefits Programs (Auto and Home Insurance, plus Short and Long Term Disability) Life Insurance State of CT Tuition Reimbursement Program Holidays

---