Secretary 2

Secretary 2 Office/On-site Recruitment # 240419-7539CL-001 Location New Haven, CT Date Opened 4/22/2024 12:00:00 AM Salary $53,900 - $70,484/year (New state employees start at the minimum.) Job Type Open to the Public Close Date 4/29/2024 11:59:00 PM Go Back Apply View Benefits (http://portal.ct.gov/DAS/smART/General-Employee-Benefits)

Introduction

Are you looking for an opportunity to make a difference in the public sector?

If so, we have an excellent opportunity for you to join our hospital’s team!

THE POSITION

The State of Connecticut (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 Secretary 2 (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=7539CL&R1=&R3=) to join their team! The Secretary 2 position is part of the interdisciplinary team and is the glue that hold the team together, by facilitating the day-to-day operations in a supportive manner for not only the team, but the clients, natural supports and other ancillary service providers.

HIGHLIGHTS

FACILITY: Connecticut Mental Health Center ( CMHC (https://portal.ct.gov/DMHAS/CMHC/Agency-Files/CMHC-About-the-Agency) )

ADDRESS: 34 Park Street, New Haven, CT

UNIT: Assertive Community Treatment (ACT)

SCHEDULE: Full-Time, First Shift, 40 hours per week, 8:30am - 5:00pm, Monday through Friday

POSITION NUMBER: 106730

WHAT'S IN IT FOR YOU

The opportunity to work for a Forbes top company: 'Forbes' State of Connecticut Ranked One of the Best Employers of 2023 (https://portal.ct.gov/DAS/Press-Room/Press-Releases/2023/Forbes-State-of-CT-Ranked) - State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule

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 (https://portal.ct.gov/DAS/smART/General-Employee-Benefits)

Extensive pension plan and supplemental retirement offerings

Generous paid time off, including 13 paid holidays per calendar year

Professional growth and development opportunitie s

A healthy work/life balance to all employees

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 (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service) for more information.

DISCOVER THE OPPORTUNITY TO

Engage in a rewarding career;

Provide support to a division that is passionate about improving the lives of those we serve;

Assist our clients so they can achieve success;

Make a difference in the public sector;

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.

CMHC is an urban community mental health center with an exceptional 50-year tradition of serving individuals with serious mental illness. We aim to treat people with mental illness in their communities, to provide a place for researchers from many fields to find new treatments, and to teach professionals in the care of mental illness.

ACT services are most effective for individuals with serious behavioral health issues who have significant functional impairments, continuing high service needs, who often struggle connecting with and navigating a complex treatment system and have difficulty transferring learning across environments.

Selection Plan

FOR ASSISTANCE IN APPLYING:

Please read or watch our Applicant Tips on How to Apply!

Please Note: 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.

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.

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.

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 (https://www.cga.ct.gov/2021/act/Pa/pdf/2021PA-00069-R00SB-00056-PA.PDF) , 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.

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. Read through this helpful link to prepare for your interview .

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 (https://portal.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 at Pamela.Rochette@ct.gov .

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for independently performing a full range of secretarial support functions requiring an understanding of organizational policies and procedures.

EXAMPLES OF DUTIES

Provide administrative support to Director/Physicians/ACT Team staff.

Responsible for organizing, coordinating, prioritizing and monitoring all non-clinical operations of the ACT Team.

Greet, direct and assist clients and visitors to CMHC regarding policies and procedures.

Manage triage phone/switchboard, organize unit mail, faxes and scans.

Schedule meetings/ arrange for meeting rooms.

Prepare appropriate agendas for meetings and conferences.

Manage all aspects of medical records for ACT clients, maintain current client information in WITS, audit active client charts and unit referrals, track releases of information, update and organize unit and client information stored in the units computer T-Drive folder.

Update weekly rounds sheet.

Prepare, proo and modify documents as well as time sensitive documents including correspondence, reports, drafts, memos and emails.

Maintain office/medical/client supplies for department and purchasing supplies as needed in CORE System.

Verify medical benefits in CT DSS system as well as work with on-site DSS worker.

Distribute, track and replenish bus passes and meal tickets with CMHC Business Office.

Manage petty cash accounts including budgeting, disbursing money to clinicians, tracking receipts, submitting check requests and cashing checks. Shop for/ replenish supplies given to our clients.

Process nursing orders.

Book monthly client non-emergent medical trips with MTM/public transportation.

Handle confidential information.

Coordinate calendars.

Schedule appointments.

Generate reports.

Develop and implement new forms and office procedures.

Maintain state vehicles, maintain travel logs.

Coordinate special events.

Special projects as assigned as well as all other duties as they arise on a daily basis.

Proficient in Microsoft Office.

For additional information, please see the job specification (https://www.jobapscloud.com/CT/specs/classspecdisplay.asp?ClassNumber=7539CL&R1=&R3=) .

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of

office systems and procedures;

proper grammar, punctuation and spelling;

Knowledge of

business communications;

department's/unit's policies and procedures;

business math;

Skills;

interpersonal skills;

oral and written communication skills;

Ability to

schedule and prioritize office workflow;

operate office equipment which includes computers, tablets, and other electronic equipment;

operate office suite software;

take notes (shorthand, speedwriting or other method acceptable to the supervisor).

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Three (3) 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 1 or its equivalent.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training in the secretarial sciences 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 working with client with severe and persistent mental health and substance use disorders

Experience with collaborating with outside agencies

Experience with excel spreadsheets, including using formulas, pivot tables, and creating charts and graphs

Experience in developing file systems to support a team

Oral and written communication skills

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