STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Assistant

Office/On-site

Recruitment #231121-7086CL-001

Go Back View Benefits

Introduction


Join the State of Connecticut as an Office Assistant!
Thrive in our dynamic, collaborative environment, and enjoy a competitive salary, comprehensive benefits, and clear pathways for career growth.
Apply today!

The State of Connecticut Department of Mental Health and Addiction Services (DMHAS) is currently seeking three (3) qualified individuals for the position of Office Assistant. See below for more on these exciting opportunities!

POSITION HIGHLIGHTS: 
  • FACILITY: Whiting Forensic Hospital (WFH)
  • LOCATION: Middletown, CT
  • SCHEDULE: Full-time, 8:00 a.m. - 4:30p.m., Monday through Friday
  • POSITION NUMBERS: 140712, 140713, 140714
WHAT WE CAN OFFER YOU:
  • The opportunity 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
  • NEW: A Platinum Healthcare Plan, the nation’s best for state employees and dependents, according to a report by Georgetown’s Center on Health Insurance Reform and article by Ellen Andrews, Ph.D., along with comprehensive benefit offerings
  • Extensive pension plan and supplemental retirement offering
  • 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.
  • Generous paid time off, including 13 paid holidays per calendar year
  • Professional growth and development opportunities
  • A healthy work/life balance to all employees
    IN THIS ROLE YOU WILL:
    • Support daily operations in a behavioral health setting
    • Conduct audits of medical records to ensure compliance
    • Collect, enter and report on quantitative data
    • Ensure the integrity of health records in accordance with hospital policy and the Joint Commission
    • Maintain medical records, including filing, thinning, and setting up admission charts
    MORE ABOUT THE AGENCY AND DIVISION:
    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.

    WFH specializes in providing inpatient services to individuals involved in the criminal justice system or are not yet ready to be safely treated in less restrictive settings. Services are provided to individuals who are admitted via Psychiatric Security Review Board (PSRB) commitment, criminal court order for restoration of competency to stand trial, civil commitment or transfer from the Department of Correction.  Discharge options are dependent on legal status and the purpose of admission. The hospital consists of 91 maximum security beds and 138 enhanced security beds. 

    Selection Plan

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

    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 Alyssa Hovanec via email at Alyssa.Hovanec@ct.gov.

    PURPOSE OF JOB CLASS (NATURE OF WORK)

    In a state agency this class is accountable for independently performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

    EXAMPLES OF DUTIES

    Performs the full range of general clerical duties as described in the following areas:

    • DATA COLLECTION AND REPORT WRITING:
      • Collects data and enters into spreadsheets;
      • Compiles data and generates reports requiring judgment in the selection and presentation of data (format).
    • FILING:
      • Sets up and maintains office procedures, filing and indexing systems and forms for department use.
    • CORRESPONDENCE:
      • Composes routine correspondence, including meeting minutes.
    • INTERPERSONAL:
      • Responds to inquiries from other work units or departments/agencies;
      • Applies agency policies and state statutes and regulations in determining medical records compliance;
      • May lead lower level employees in carrying out assigned clerical functions.
    • PROCESSING:
      • Maintains calendars of due dates and initiates recurring work or special projects accordingly;
      • Exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by correspondence;
      • Maintains patient medical records, including filing, thinning and setting up admission charts
      • Uses a variety of electronic equipment to perform job functions;
    Performs related duties as required.

    KNOWLEDGE, SKILL AND ABILITY

    • Knowledge of office systems and procedures including proper telephone usage and filing;
    • Skills
      • interpersonal skills;
      • oral and written communication skills;
      • performing arithmetical computations;
    • Ability to
      • perform a full range of clerical tasks;
      • operate office equipment which includes computers, tablets, and other electronic equipment;
      • operate office suite software;
      • schedule and prioritize workflow;
      • read and interpret complex instructions.

    MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

    Two (2) years of general clerical work experience.

    MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

    College training 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 two (2) years.

    PREFERRED QUALIFICATIONS

    • Experiencing working in a behavioral health setting
    • Experience conducting audits of medical records to ensure compliance
    • Experience with data collection, entry, and creation of reports from data collected
    • Experience maintaining medical charts and electronic documents

    SPECIAL REQUIREMENTS

    Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

    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.





    E-mailPhone: (860) 713-52058am - 4:30pm M-FPowered by JobAps