Administrative Assistant CL

Introduction

The Connecticut Department of Correction (DOC), Health Services Unit (HSU), is seeking 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.

• Visit our NEW State Employee Benefits Overview page!
• Professional growth and development opportunities.
• A healthy work/life balance to all employees.
• The 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.

• 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 - Friday 8am - 4:30pm

• 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…