Administrative Assistant Office/On-site Recruitment # 250305-3591CL-001 Location Hartford, CT Date Opened 3/7/2025 12:00:00 AM Salary $63,777* - $82,530/year (*New state employees start at the minimum) Job Type Open to the Public Close Date 3/14/2025 11:59:00 PM Go Back Apply View Benefits (https://www.jobapscloud.com/CT/jobs/?b=Benefits) + + + + Introduction Are you a seasoned professional with strong administrative experience looking for a dynamic and impactful role? Bring your expertise to our team - apply today! The State of Connecticu t (https://portal.ct.gov/) Department of Mental Health and Addiction Services ( DMHAS (https://portal.ct.gov/DMHAS/About-DMHAS/Agency/About-DMHAS) ) is seeking a highly skilled Administrative Assistant (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=3591CL&LinkSpec=RecruitNum2&R1=&R3=) to join our Managed Care Department within Capitol Region Mental Health Center. In this role, you'll provide critical administrative support to the business office, ensuring efficient and seamless operations across departments. POSITION HIGHLIGHTS: + FACILITY: Capitol Region Mental Health Center (CRMHC (https://portal.ct.gov/dmhas/crmhc/agency-files/crmhc-homepage) ) + DEPARTMENT: Managed Care + LOCATION: Hartford , CT + SCHEDULE: Full-time, 40 hours per week + SHIFT: First, 8:00 a.m. - 4:30 p.m., Monday - Friday + POSITION NUMBER: 139050 WHY THE STATE OF CONNECTICUT: + Explore our comprehensive State Employee Benefits Overview (https://www.jobapscloud.com/CT/jobs/?b=Benefits) to see what we offer + Work at a Forbes-recognized company! Connecticut is proud to be featured on both America's Best Employers by State and Best Employers for New Grads in 2024. With our dynamic job market and commitment to fostering a thriving workforce, Connecticut stands out as a top destination for both seasoned professionals and fresh graduates seeking to launch their careers. + Enjoy endless opportunities for professional growth and development + Embrace a healthy work/life balance tailored to all employees WHAT YOU'LL DO: + Assist in various operational needs of the business office and administrative functions + Track and monitor due dates and assist with reports. + Ensure all files are up to date with Joint Commission documents. + Take meeting minutes for Safety Committee and Joint Commission meetings. + Conduct document reviews related to Joint Commission and Safety Committee. + Support business office functions, including: + Filing, preparing, organizing, monitoring, and tracking fiscal documents. + Independently troubleshoot assigned tasks to support managerial goals. + Collaborate with other CRMHC Administrative Assistants to ensure smooth and consistent operations across all facility departments. 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-s ufficiency in those we serve. ABOUT THE FACILITY: CRMHC is a community based mental health center serving Hartford, West Hartford, Farmington, Avon, Canton and Simsbury providing individuals with behavioral health services. CRMHC collaborates with the greater Hartford DMHAS-Funded mental health programs comprising 15 non-profit agencies located in Hartford and West Hartford. These agencies work together to provide a comprehensive array of behavioral health services to adults with serious psychiatric disabilities as well as co-occurring psychiatric illness and substance use. 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 (chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://portal.ct.gov/das/-/media/das/statewide-hr/a---z-listing-task-pdfs/drug-free-workplace-policy--february-2016.pdf) . WHAT SETS US APART - STATE OF CONNECTICUT Selection Plan FOR ASSISTANCE IN APPLYING: Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library (https://portal.ct.gov/das/home/services-for-state-employees/statewide-human-resources/applicant-reference-library?language=en\_US) for additional support throughout the recruitment process. BEFORE YOU APPLY: + Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified. + Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, 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 contact listed below. + Resume Policy: Per Public Act 21-69 (https://www.cga.ct.gov/2021/act/pa/pdf/2021PA-00069-R00SB-00056-PA.pdf) , resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency. + Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift. + Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing DAS.SHRM@ct.gov. + Salary Calculations: 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. + Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting. AFTER YOU APPLY: + Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). + Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression! + Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks. + The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. + Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 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, available at www.ct.gov/ethics. QUESTIONS? WE’RE HERE TO HELP: Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Alyssa Hovanec at Alyssa.Hovanec (Alyssa.Hovanec@ct.gov) @ct.gov. Join the State of Connecticut and take your next career step with confidence! 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 with taking meeting minutes, filing, tracking spreadsheets, and document review + Experience communicating effectively in a professional setting, both verbally and in writing + Experience with word processing, electronic calendars, and spreadsheets utilizing Microsoft Office 365 Word, Outlook, and Excel + Experience with Microsoft Office 365 suite and cloud collaboration tools such as Microsoft SharePoint, Microsoft OneDrive, and Microsoft Teams + Experience with independently completing assigned tasks that require troubleshooting to support managerial goals 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