Administrative Assistant (Part-Time) Office/On-site Recruitment # 240918-3591CL-002 Location Middletown, CT Date Opened 9/24/2024 12:00:00 AM Salary $30.55* - $39.53/hour (*New state employees start at the minimum) Job Type Open to the Public Close Date 10/1/2024 11:59:00 PM Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits) + + + + 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 (https://portal.ct.gov/) , Department of Mental Health and Addiction Services ( DMHAS (https://portal.ct.gov/DMHAS/About-DMHAS/Agency/About-DMHAS) ) is a part-time Administrative Assistant (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=3591CL&R1=&R3=) to join their team. This position will work with executive level managers and administrative staff in executive calendar maintenance, making travel plans, creating and disseminating information, answering phones and making sure the office is operating efficiently and at the highest level of professionalism. HIGHLIGHTS + FACILITY: Connecticut Valley Hospital ( CVH (http://portal.ct.gov/DMHAS/CVH/Agency-Files/CVH---About-CVH) ) + ADDRESS: 1000 Silver Street, Middletown, CT + UNIT: Administration + SCHEDULE: Part-Time, 34 Hours per Week + Monday through Thursday: 8:30am - 3:30pm + Friday: 8:30am - 2:30pm + POSITION NUMBER: 144464 WHAT WE CAN OFFER YOU + Visit our new State Employee Benefits Overview (https://www.jobapscloud.com/CT/jobs/?b=Benefits) page! + The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked one of the Best Employers of 2023 (https://portal.ct.gov/das/press-room/press-releases/2023/forbes-state-of-ct-ranked?language=en\_US) - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule + Professional growth and development opportunities + A health work/life balance (https://www.jobapscloud.com/ct/sup/EVPPDF123020.pdf) to all employees *Benefit offerings will vary with part-time positions. DISCOVER THE OPPORTUNITY TO + Relay superior administrative details through interaction with the public and routine contacts with other state executives; + Comply and coordinate data for action by taking and transcribing confidential correspondence from supervisor or at meetings and/or hearings; + Type a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms following proper format; + Prepare letters or reports and advises superior of appropriate action taken on routine matters; + Schedule appointments and arrange meetings; + Maintains and check records and files; and + 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. CVH opened in 1868 as the State’s public hospital for the treatment of persons with mental illness. Today, CVH is the largest of DMHAS facilities, and includes 17 inpatient units over two campuses (Middletown and Hartford). The hospital includes both a general psychiatry and addiction services units. CVH provides comprehensive inpatient and outpatient psychiatric care and substance abuse treatment, including treatment for pregnant women and persons with dual diagnoses. Specialty areas include geriatric and special services, an integrated network of comprehensive mental health services for older adults and young adult services. The facility also runs the Traumatic Brain Injury (TBI) program which addresses the needs of TBI survivors, including reintegration into community living, independent living skills development, vocational and educational training, psychiatric, cognitive and neurological assessment and treatment, speech and physical rehabilitation as well as individual and family counseling. PLEASE NOTE + A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment. + All state employees must adhere to Connecticut's Policy for a Drug Free Workplace (https://portal.ct.gov/das/-/media/das/statewide-hr/a---z-listing-task-pdfs/drug-free-workplace-policy--february-2016.pdf) . 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 (https://www.cga.ct.gov/2021/act/Pa/pdf/2021PA-00069-R00SB-00056-PA.PDF) , 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 and/or phone, 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 (https://portal.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 Jensine Tran at jensine.tran@ct.gov. 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. EXAMPLES OF DUTIES Performs the most complex office administrative 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 references materials and manuals. + CORRESPONDENCE: + Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature. + REPORT WRITING: + Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; + Analyzes information and may make recommendations. + INTERPERSONAL: + Acts for manager by interpreting established policies and procedures, etc.; + Troubleshoots by relieving manager of as much administrative detail as possible; + Acts for and regularly makes decisions in manager's absence (within prescribed limits of authority). + PROCESSING: + Screens letters, memos, reports and other materials to determine action required; + May make recommendations to supervisor. + SECRETARY: + Arranges and coordinates meetings (including space and equipment); + Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports); + Writes minutes of meetings, lectures, conferences, etc. from rough draft; + Takes notes and/or meeting minutes; + Prepares expense accounts; + Makes travel arrangements. + OFFICE MANAGEMENT: + Authorizes purchases and payments (within prescribed limits of authority); + Develops input and prepares documentation for office and/or department budget; + Coordinates budget control and monitoring; + Develops office and/or department procedural manuals; + Assists in interviewing and hiring office support staff; + Trains office support staff; + May supervise office support staff; Performs related duties as required. KNOWLEDGE, SKILL AND ABILITY + 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). MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE Four (4) 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 2 or its equivalent. 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. PREFERRED QUALIFICATIONS + Experience working in a maintenance office or plant operations department + Experience with planning and coordinating virtual and in-person meetings + Experience researching various sources to compile reports + Experience composing complex correspondence to internal and external stakeholders + Experience working independently using initiative and problem-solving skills to complete projects on time with minimal supervision + Experience working with and supporting team members + Experience with data collection and data entry + Experience working with Microsoft Office Suite, including Excel, Word, Outlook, PowerPoint and Teams + Experience administering WorxHub digital work order system + Experience and/or knowledge related to basic campus utilities and building maintenance + Experience and/or knowledge of TJC 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. Click on a link below to apply for this position: Fill out the Supplemental Questionnaire and Application NOW using the Internet. Apply Online