Administrative Assistant Office​/On-site CL

Introduction

The Connecticut Department of Mental Health and Addiction Services (DMHAS) is seeking a full‑time Administrative Assistant (PCN 140616) for the Connecticut Valley Hospital (CVH) in Middletown.

This position is full-time on first shift, 40 hours per week, Monday through Friday from 8:00 AM until 4:30 PM.

• Comprehensive state employee benefits
• Access the State Employee Benefits Overview page to explore available options
• Professional growth and development opportunities
• A commitment to promoting a healthy work/life balance

• Composes and edits complex correspondence and memoranda; formats and produces high‑quality documents; proofreads for accuracy in grammar, punctuation, and content
• Researches information from multiple sources; prepares detailed statistical and narrative reports; analyzes findings and may provide recommendations
• Develops and oversees office procedures; coordinates budgets and purchasing within authority limits; assists in hiring and trains or supervises support staff
• Acts on behalf of the manager by interpreting policies, troubleshooting issues, and making decisions within prescribed authority when the manager is unavailable
• Designs and maintains filing systems; organizes confidential and reference materials; updates manuals and reference content
• Coordinates meetings and prepares materials; records minutes; manages expense accounts; arranges travel logistics

A comprehensive medical examination, including drug screening, is required following a conditional offer of employment. All state employees must comply with Connecticut’s Drug‑Free Workplace Policy .

DMHAS is dedicated to promoting the health and wellness of individuals with behavioral health needs through an integrated, holistic network of services that foster dignity, respect, and self‑sufficiency.

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.

• 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.

• Considerable knowledge of
  • office administration and management;
  • department and/or unit policies and procedures;
  • proper grammar, punctuation and…