Administrative Assistant

Introduction

The Connecticut Department of Correction (DOC), Health Services Unit (HSU), seeks a highly organized and dependable Administrative Assistant to provide essential administrative and operational support to a large team of health services managers. This unit oversees healthcare delivery across correctional facilities statewide. The HSU Administrative Assistant plays a critical role in maintaining smooth operations, supporting program activities, and ensuring efficient communication across multiple locations.

• Professional growth and development opportunities.
• Healthy work/life balance for all employees.
• The State of Connecticut is an eligible Public Service Loan Forgiveness employer, allowing qualifying student loans to be forgiven after 10 years of service.

• Provide administrative support to over 10 Health Services managers, including scheduling, calendar management, meeting coordination, and communication tracking.
• Assist with statewide program oversight by organizing documents, maintaining records, and supporting reporting requirements.
• Coordinate supply and equipment ordering for the Health Services Unit; track inventory, process purchase requests, and maintain vendor communication.
• Prepare, review, and distribute memos, reports, meeting minutes, and other documentation as needed.
• Monitor shared inboxes, triage inquiries, and route information to appropriate staff promptly and accurately.
• Support onboarding tasks, training coordination, and administrative functions for new or reassigned Health Services staff.
• Maintain organized filing systems (digital and physical) to support compliance, recordkeeping, and audit readiness.
• Assist in the coordination of statewide schedules, staffing documents, and support requests from correctional facilities.
• Serve as a central communication point between facility staff, managers, contracted partners, and DOC administration.
• Support special projects, data entry, and administrative tasks as assigned by Health Services leadership.

• Office/On‑Site
• Monday to Friday, 8:00 a.m. to 4:30 p.m.

Serve as the primary office administrator for a major program, independently performing complex tasks in office administration and secretarial support to facilitate efficient operations and communication.

• Typing: Use computers, tablets, and other electronic equipment to format and type a full range of correspondence, reports, bills, drafts, and transcriptions; proofread for content; edit for grammar, punctuation, and spelling.
• Filing: Design office filing systems; organize and maintain files, including confidential files; update and review reference materials and manuals.
• Correspondence: Compose complex letters and/or memoranda for approval.
• Report Writing: Research and assemble information from a variety of sources; prepare statistical and narrative reports; analyze information and make recommendations.
• Interpersonal: Interpret established policies and procedures; troubleshoot to relieve manager of administrative details; make decisions in manager’s absence within prescribed limits of authority.
• Processing: Screen letters, memos, reports and other materials; determine required action and make recommendations.
• Secretary: Arrange and coordinate meetings (space and equipment); assemble meeting materials; write meeting minutes; prepare expense accounts; arrange travel.
• Office Management: Authorize purchases and payments within prescribed limits; prepare documentation for office or department budget; coordinate budget control; develop procedural manuals; assist in hiring and training office support staff; supervise staff when required.

• Knowledge of office administration and management, department and/or unit policies and procedures, proper grammar, punctuation, spelling, business communications, business math, and interpersonal skills.
• Skills in operating office equipment (computers, tablets, other electronic devices), office suite software, and taking notes (e.g., shorthand, speed writing).

Four (4) years of experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equaling one‑half (1/2) year of experience, up to a maximum of two (2) years.

• Experience providing administrative support to multiple supervisors across several healthcare service lines.
• Experience prioritizing competing demands and meeting time‑sensitive deadlines.
• Experience with Microsoft Office applications including managing complex schedules, spreadsheets and shared platform calendars.
• Experience working in a healthcare, government, or correctional setting (preferred but not required).
• Experience managing confidential,…