STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Assistant

Hybrid

Recruitment #240130-7086CL-001

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Introduction



Do you want to utilize your skills and make a difference?  Are you a self-starter?  If so, please read on to learn more about this exciting opportunity! 

The State of Connecticut Department of Mental Health and Addiction Services (DMHAS), Office of the Commissioner, is currently seeking a motivated and talented individual to join our team as an Office Assistant.

Position Highlights: 
  • Division: Office of the Commissioner (OOC)
  • Team: Forensic Services Administration
  • Location: Middletown, CT
  • Schedule: Full-time, Monday - Friday 8:00am - 4:30pm
  • Position Number: 139340
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 offerings
  • 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

    Discover the opportunity to:

    • Engage in a rewarding career;
    • Showcase your talents in a meaningful role;
    • Thrive in an exciting environment;
    • Provide support to a division that is passionate about the work we do;
    • Work together in a collaborative team environment.

    The Role:

    Job duties include, but are not limited to:

    • Data entry into the Risk Protection Order and Firearm Safety Hearing databases: Will follow Division of Forensic Services (DFS) protocols including entering data following specific guidelines/protocols as well as sending notification to all identified individuals of upcoming hearings and send the request for follow up to teams in the community.  All follow up hearing information will be tracked and entered in the database.
    • DFS Program Support: Will provide support to DFS regarding program utilization and data management.
    • Data Reports: Will require the ability to utilize data to develop reports/summaries for DFS managers.

      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.

      Start with us.  Stay with us.  Grow with us.


      Selection Plan

      FOR ASSISTANCE IN APPLYING:
      Please read or watch our Applicant Tips on How to Apply!
      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.
      • For current state employees, salary calculations are not necessarily comparable from branch to branch but it does not impact your state service credit.
      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 Julie Barker via email at Julie.Barker@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:

      • TYPING:
        • Types a variety of materials in relation to other duties or as assigned;
        • Enters and retrieves data on computers, tablets, and other electronic equipment.
      • FILING:
        • Sets up and maintains office procedures, filing and indexing systems and forms for own use.
      • CORRESPONDENCE:
        • Composes routine correspondence.
      • REPORT WRITING:
        • Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
      • INTERPERSONAL:
        • Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority;
        • Responds to inquiries from other work units or departments/agencies;
        • Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance;
        • May lead lower level employees in carrying out assigned clerical functions.
      • PROCESSING:
        • Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly;
        • Processes a variety of documents in determining routine case status;
        • 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;
        • Processes purchase requisitions/purchase orders for subsequent action;
        • Prepares payment lists and billing invoices;
        • Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders;
        • Maintains files, journals or account ledgers by posting credits, expenditures, interest, etc.;
        • Figures payments, costs, discounts and adjustments using prescribed methods and formulas;
        • Receives monies in various forms such as cash, checks and money orders and prepares for deposit;
        • Maintains inventory and orders supplies;
        • 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

      • Experience with electronic record filing systems.
      • Experience working with data systems to track utilization and outcomes for programs.
      • Experience with Microsoft Office (Word, Excel, Outlook, Teams) and Adobe Acrobat.
      • Experience preparing oral and written communication for in-person, telephone, and email to answer routine policy and procedure questions.
      • Experience working with outside partners to complete necessary tasks.
      • Experience working with individuals and/or programs involved in the Criminal Justice System.

      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.





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