Executive Secretary

State of Connecticut - DMHAS Capitol Region Mental Health; Hartford (CT); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Benefits package

Professional growth

Work-life balance

Job summary

Capitol Region Mental Health Center (CRMHC) seeks an Executive Secretary to support the CEO and executive leadership in Hartford. This full-time role requires handling confidential matters, coordinating communications between the Commissioner’s Office and the CEO, and managing travel and fleet-related duties.

The position focuses on administrative operations, scheduling, records management, and stakeholder coordination to ensure efficient daily functions within a busy behavioral health setting.

Qualifications

• Experience in confidential or executive-support capacity within state government or similarly regulated public sector environments.
• Experience supporting labor-management relations, including preparing agendas and taking meeting minutes.
• Experience with fleet/vehicle administration, incident tracking, and reporting to fleet/risk offices.
• Experience with HR reporting and organizational recordkeeping (table of organization, position control, HR audits).

Responsibilities

• Provide administrative support to the CEO and leadership.
• Take minutes and prepare agendas for meetings and hearings.
• Coordinate confidential communications between the Commissioner's Office and the CEO.
• Oversee travel administration, fleet vehicle incidents, and infractions.
• Prepare confidential reports and analyses for the Commissioner's Office.
• Manage office space, phone lines, and device deployment.
• Coordinate HR reporting and maintain organizational records.
• Oversee supply ordering and administrative staff activities.

Skills

Office administration

Interpersonal skills

Dictation

Supervisory ability

Independent work

Job description

Introduction

Join our mission-driven team supporting essential behavioral health services in Connecticut. Capitol Region Mental Health Center (CRMHC), part of the State of Connecticut, Department of Mental Health and Addiction Services (DMHAS), is seeking a highly organized and proactive Executive Secretary (PCN 26971) to support our Hartford facility. This full-time position plays a critical role in supporting leadership and ensuring smooth daily operations across the center.

ROLE HIGHLIGHTS

• Schedule: Full-time, 40 hours/week, Monday–Friday
• Shift: First Shift, 8:00 AM – 4:30 PM
• Location: 500 Vine Street, Hartford, CT
• Key role ensuring seamless administrative operations across a busy behavioral health setting

KEY RESPONSIBILITIES

• Provide administrative support to the CEO
• Participate in sensitive and confidential conversations
• Serve as the primary communication conduit between the Commissioner's Office and the CEO
• Serve as Travel Administrator, managing all fleet vehicle incidents and infractions
• Prepare confidential reports and analyses requested by the Commissioner's Office on behalf of the CEO
• Take minutes and prepare agendas for Union Labor Management Committee meetings
• Manage office space assignments, telephone number assignments, and iPhone/mobile device deployment
• Oversee supply ordering completed by administrative assistants to ensure alignment with facility needs
• Handle Human Resources reporting and coordination
• Maintain the facility’s official Table of Organization

WHAT WE OFFER

• Comprehensive benefits — visit our Benefits page
• Professional growth and development opportunities
• A healthy work/life balance.

ABOUT OUR AGENCY

The State of Connecticut Department of Mental Health and Addiction Services (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. Capitol Region Mental Health Center (CRMHC) is a community based mental health center, operated by the Connecticut Department of Mental Health and Addiction Services, which provides an array of innovative clinical and community support services to individuals with a psychiatric disability, in many cases with co‑occurring problems of substance abuse. Our mission is to partner with persons in recovery to ensure access to high quality and culturally competent person-centered behavioral healthcare services.

Please note:

• A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment.
• All state employees must adhere to Connecticut's Policy for a Drug Free Workplace.

Selection Plan

Incumbents in this class shall be appointed in accordance with Section 5-198(11) of the Connecticut General Statutes, which states' One personal secretary to the administrative head and to each undersecretary or deputy to such head of each department or institution'.

Purpose of Job Class

Acts as personal secretary and provides office management to the administrative head and/or to each undersecretary or deputy to such head of a department or institution as authorized by Section 5-198(11) of the Connecticut General Statutes.

EXAMPLES OF DUTIES

• Acts as confidential secretary to an executive;
• Relieves superior of administrative details through interaction with the public and routine contacts with other state executives;
• Complies and coordinates data for action by superior;
• Takes and transcribes confidential correspondence from supervisor or at meetings and/or hearings;
• Types a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms following proper format;
• Prepares own letters or reports and advises superior of appropriate action taken on routine matters;
• Schedules appointments and arranges meetings;
• Acts as receptionist;
• Maintains and checks records and files;
• Performs special assignments, studies and routine administrative functions as specifically directed;
• Screens incoming correspondence, refers to appropriate staff and follows up to insure timely response;
• May supervise a clerical staff assigning work and following up to insure completion;
• May transmit to or request information from agency staff for agency head;
• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

• Considerable knowledge of office administration and management; functions, procedures, programs and regulations of relevant organizational unit;
• English grammar, spelling and punctuation;
• Considerable interpersonal skills;
• Ability to interact effectively with supervisor, co-workers and general public; work independently on administrative tasks and make decisions within framework of departmental policies;
• Follow complex instructions;
• Take accurate and complex dictation;
• Supervisory ability.

PREFERRED QUALIFICATIONS

• Experience in a confidential or executive-support capacity within state government or a comparably regulated public sector environment, with demonstrated ability to handle sensitive personnel, labor relations, and executive communications with discretion.
• Experience supporting labor-management relations, including preparing agendas, taking official meeting minutes, and tracking follow-up items for union or collective bargaining committees.
• Experience working with fleet or vehicle administration, including incident/infraction tracking, reporting requirements, and coordination with state fleet or risk management offices.
• Experience with human resources reporting and organizational recordkeeping, such as maintaining a table of organization, position control documentation, or supporting HR audits and staffing reports.
• Experience with UKG/Kronos or a comparable HRIS/workforce management platform, along with standard Microsoft Office applications (Word, Excel, Outlook) and mobile device/telecom asset management tools.
• Experience managing competing priorities across multiple stakeholders (executive leadership, Commissioner's Office, administrative staff, and union representatives) while maintaining accuracy and confidentiality under time-sensitive conditions.

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.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.