STATE OF CONNECTICUT EXECUTIVE BRANCH JOBS

Office Assistant

Office/On-site

Recruitment #241113-7086CL-001

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Introduction


Are you experienced in clerical work and interested in starting your career with the State of Connecticut?
If so, we invite you to apply and join our team!

Join the State of Connecticut Department of Mental Health and Addiction Services (DMHAS) as an Office Assistant! Join a dynamic team where your organizational skills and attention to detail contribute to meaningful work in mental healthcare. Explore the details below!

POSITION HIGHLIGHTS: 
  • FACILITY: Southwest Connecticut Mental Health System (SWCMHS)
  • LOCATION: Stamford, CT
  • SCHEDULE: Full-time (40 hours weekly), Monday - Friday, 8:00 a.m. - 4:30 p.m.
  • POSITION NUMBERS: 140484
  • NOTE: We are seeking a candidate who is bilingual in English and Spanish
WHY THE STATE OF CONNECTICUT:
  • Explore our comprehensive State Employee Benefits Overview to see what we offer
  • Be part of the prestigious Forbes-ranked State of Connecticut, recognized as one of the Best Employers of 2023. Experience national acclaim for providing unparalleled job growth, competitive benefits, and flexible schedules.
  • Enjoy endless opportunities for professional growth and development
  • Embrace a healthy work/life balance tailored to all employees
    IN THIS ROLE, YOU WILL:
    • Be responsible for the function and operation of agency reception
    • Greet visitors and patients and direct them to the appropriate providers
    • Answer phone calls and call patients for reminders on upcoming appointments
    • Communicate with visitors and patients in a culturally responsive and sensitive manner
    • Update patient profiles in electronic health records
    • Monitor waiting room area to ensure environment is trauma informed and meets accreditation standards
    • Update postings and flyers in the waiting room
    • Create and update waiting room slide show
    • Follow agency emergency response protocol
    • Coordinate with security guards, providers, and administrators about safety management
    • Provide clerical support for the agency, i.e. printing reports, data entry, filing records, typing letters or correspondence, emailing attendance reports, handling incoming and outgoing mail, etc.
    • Other duties as required
    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.

    MORE ABOUT THE FACILITY:
    Southwest Connecticut Mental Health System (SWCMHS) is responsible for the oversight and management of contracts with private not-for-profit agencies and residential providers providing mental health services in the southwest region of the state.  With locations in Bridgeport and Stamford, SWCMHS provides inpatient, outpatient and assertive community treatment (ACT) services and community support services for adults with severe behavioral health disabilities; mental health services for people who are deaf or hearing impaired and a mobile crisis intervention team. SWCMHS also provides outreach to people who are homeless and mentally ill. Special agency programs include Shelter Plus Care, a housing program for people who are homeless and who have a history of substance abuse or mental illness or who have AIDS. 

    Please note:
    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.
    • 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. 
    Important Next Step Information for 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.
    • 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 one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.
    • Read through this helpful link to prepare for your interview.
    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:

    • 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

    • Bilingual in English and Spanish
    • Experience managing calendars, schedules, contacts, and reminders via Microsoft Outlook
    • Experience with professional in-person and phone communication in an office setting
    • Experience utilizing Microsoft applications, including PowerPoint, Word, Excel, and Teams
    • Experience using data tracking systems to create reports for stakeholders

    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.



    Click on a link below to apply for this position:

    Fill out the Supplemental Questionnaire and Application NOW using the Internet.


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