Office Assistant (Office/On-site)

State of Connecticut; Middletown (CT); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Professional growth and development

Healthy work-life balance

State Employee Benefits Overview

Job summary

State of Connecticut is seeking two Office Assistants for the Department of Mental Health and Addiction Services (DMHAS). The roles are based at Whiting Forensic Hospital in Middletown, CT, with a 40-hour, first-shift schedule (8:00 AM - 4:30 PM), Monday through Friday.

Responsibilities include typing, filing, correspondence, report preparation, and general clerical tasks in a hospital setting. Ideal candidates will have two years of clerical experience, strong communication skills, and

Qualifications

• Two years of general clerical work experience.
• College coursework may substitute for experience (15 semester hours = 0.5 year).
• Hospital/healthcare setting experience preferred.

Responsibilities

• Typing a variety of materials and data entry.
• Set up and maintain filing and indexing systems.
• Compose routine correspondence.
• Prepare and generate recurrent reports.
• Provide information and referrals to citizens.
• Maintain calendars and process purchase requisitions/payments.

Skills

Interpersonal skills

Oral and written communication

Typing/data entry

Arithmetic computations

Time management

Computer literacy

Education

High school diploma or GED

Tools

Microsoft Office

Windows OS

Job description

Introduction

Are you an experienced clerical professional looking for a meaningful next step?

THE POSITION

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS), is currently seeking two dedicated and experienced Office Assistants.

HIGHLIGHTS

• FACILITY: Whiting Forensic Hospital (WFH)
• ADDRESS: 70 Obrien Drive, Middletown, CT
• POSITION NUMBERS: 00089436, 00140714
• SCHEDULE: Full-Time (40 Hours), First Shift (8:00 A.M. - 4:30 P.M.), Monday - Friday

WHAT WE CAN OFFER YOU

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

DISCOVER THE OPPORTUNITY TO

• Be a part of a comprehensive team of caring professionals;
• Provide support that is passionate about improving the lives of those we serve;
• Assist our clients so they can achieve success;
• Make a difference in the public sector; and
• Work together in a collaborative team environment.

ABOUT US

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.

The Whiting Forensic Hospital (WFH) specializes in providing inpatient services to individuals involved in the criminal justice system. The hospital consists of 91 maximum security beds and 138 enhanced security beds. Services are provided to individuals who are admitted under the following categories: Psychiatric Security Review Board commitment, Criminal court order for restoration of competency to stand trial, Civil commitment (voluntary or involuntary) and Transfer from the Department of Correction (during period of incarceration or at end of sentence). Discharge options are dependent on legal status and the purpose of admission.

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.

PURPOSE OF JOB CLASS (NATURE OF WORK)

In a state agency this class is accountable for independently performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.

EXAMPLES OF DUTIES

• TYPING:
  • Types a variety of materials in relation to other duties or as assigned;
  • Enters and retrieves data on computers, tablets, and other electronic equipment.
• FILING:
  • Sets up and maintains office procedures, filing and indexing systems and forms for own use.
• CORRESPONDENCE:
  • Composes routine correspondence.
• REPORT WRITING:
  • Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format).
• INTERPERSONAL:
  • Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority;
  • Responds to inquiries from other work units or departments/agencies;
  • Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance;
  • May lead lower level employees in carrying out assigned clerical functions.
• PROCESSING:
  • Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly;
  • Processes a variety of documents in determining routine case status;
  • Exercises discretion in choosing appropriate follow through procedures within defined guidelines including assembling and reviewing incoming materials for accuracy, completeness and conformance to established guidelines and agency policy and procedures, verifying information through use of internal resources and contacts with sender and other work units and soliciting additional information as required by correspondence;
  • Processes purchase requisitions/purchase orders for subsequent action;
  • Prepares payment lists and billing invoices;
  • Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders;
  • Maintains files, journals or account ledgers by posting credits, expenditures, interest, etc.;
  • Figures payments, costs, discounts and adjustments using prescribed methods and formulas;
  • Receives monies in various forms such as cash, checks and money orders and prepares for deposit;
  • Maintains inventory and orders supplies;
  • Uses a variety of electronic equipment to perform job functions.
• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of office systems and procedures including proper telephone usage and filing;
• interpersonal skills;
• oral and written communication skills;
• performing arithmetical computations;
• perform a full range of clerical tasks;
• operate office equipment which includes computers, tablets, and other electronic equipment;
• operate office suite software;
• schedule and prioritize workflow;
• read and interpret complex instructions.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE

Two (2) years of general clerical work experience.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED

College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one/half (1/2) year of experience to a maximum of two (2) years.

PREFERRED QUALIFICATIONS

• Experience working in a hospital setting with multidisciplinary teams.
• Experience working with regulatory and oversight agencies such as The Joint Commission and the Department of Public Health.
• Experience using Microsoft Office products (Word, Excel, Outlook, Teams) for tracking documentation and communication.
• Experience organizing and tracking records, managing releases of information, and monitoring documentation deadlines with accuracy and attention to detail.
• Experience with handling medical charts, filing systems, chart assembly, and maintaining chart accuracy.

SPECIAL REQUIREMENTS

Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.

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.