Secretary ; Office​/On-site

Introduction

Provide essential administrative support that keeps high-intensity services running smoothly for the community. The Connecticut Department of Mental Health and Addiction Services (DMHAS) has an opening for a Secretary 1 (PCN 106905) at the Western Connecticut Mental Health Network (WCMHN) in Waterbury. 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

• Serves as the primary front desk point of contact, providing professional reception and exceptional customer service
• Greets, directs, and supports clients and visitors while maintaining confidentiality and a welcoming environment
• Schedules and confirms appointments, manages client check-ins, and conducts reminder calls
• Answers and routes phone calls, relays accurate messages, and responds to routine inquiries in accordance with HIPAA policies
• Performs key administrative tasks, including filing, scanning, data entry, mail processing, and preparing routine documents
• Maintains office supplies and coordinates basic equipment needs with vendors to support smooth daily operations
• Other duties as assigned

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. WCMHN mission provides a comprehensive and effective recovery-oriented system of mental health and addiction services that promotes self-sufficiency, dignity, cultural sensitivity and respect.

In a state agency this class is accountable for performing a full range of secretarial support functions.

• 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 reference materials and manuals.
• CORRESPONDENCE:
• Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
• REPORT WRITING:
• Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
• INTERPERSONAL:
• Greets and directs visitors;
  Answers phones and takes messages;
  Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit).
• PROCESSING:
• Scans correspondence;
  Pulls and attaches related materials;
  Reviews, routes and prioritizes mail.
• SECRETARY:
• Arranges and coordinates meetings (including space and equipment);
  Writes minutes of meetings, lectures, conferences, etc. from rough draft;
  Takes notes and/or meeting minutes;
  Prepares expense accounts;
  Makes travel arrangements.
• OFFICE MANAGEMENT:
• Maintains an inventory of supplies and equipment;
  Orders supplies when necessary;
  Completes, processes, and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.);
  Maintains time and attendance records;
• Performs related duties as required

• Considerable knowledge of office systems and procedures;
• proper grammar, punctuation and spelling;
• Knowledge of business communications;
• 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, speed writing or other method acceptable to the supervisor).

• Two (2) years of experience above the routine clerk level in office support or secretarial work.

• College training in the secretarial sciences may be substituted for the General…