STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Administrative Assistant (Confidential)

Recruitment #231120-3591CA-001

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Introduction



Are you looking for an opportunity to make a difference in the public sector? If so apply today!
The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is seeking an experienced and qualified individual for the role of Administrative Assistant (Confidential).

In this position, the incumbent will assume the responsibility of efficiently managing electronic personnel files in a confidential capacity as an HR Administrative Assistant. Additionally, the role encompasses archival tasks involving both hardcopy and electronic files, as well as performing scanning, typing, and other fundamental office functions.

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.
  • The 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.
  • We have limitless areas for you to perform relevant and significant work.
POSITION SPECIFICS:
Facility: Office of the Commissioner
Unit: Human Resources
Location: Hartford, CT
Schedule: Full time, 40 hours per week | Monday - Friday, 8:00 am - 4:30 pm 
PCN: 141055

Discover the opportunity to:
  • Be a part of a comprehensive team of caring professionals;
  • Provide support to hospital that is passionate about improving the lives of those we serve;
  • Assist our clients and employees so they can achieve success;
  • Make a difference in the public sector; and
  • 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.

Selection Plan

FOR ASSISTANCE IN APPLYING:
Please visit our 'Applicant Tips on How to Apply' page.

Please Note: 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.

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.
  • 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.
Important Next Step Information for 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.
  • 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 Pamela Rochette via email at Pamela.Rochette@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 a computer or 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.
  • PERSONAL 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 using shorthand, speedwriting or machine transcription; 
    • 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;
  • 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 utilizing a high degree of attention to detail when completing tasks.
  • Experience managing multiple tasks or projects and meeting assigned deadlines.
  • Experience using Microsoft Office applications (Word, Excel, Powerpoint, Access, Outlook, Teams, OneDrive)
  • Experience using formulas, functions, graphs, filtering, and pivot tables in Microsoft Excel.
  • Experience working with confidential and time sensitive information.
  • Experience using workforce management and human resources management information systems
  • Experience maintaining, managing and archiving paper and electronic files
  • Experience scanning documents.
  • Supervisory experience.

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.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility. 




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