Office Assistant Office/On-site #260909-7086CL-001

State of Connecticut; Middletown (CT); On-site; USD 42,000 - 52,000; Full time

Job summary

The State of Connecticut’s Department of Mental Health and Addiction Services (DMHAS) is seeking two dedicated Office Assistants to support the Whiting Forensic Hospital in Middletown, CT. This full-time clerical position involves typing, filing, data entry, and routine correspondence within a clinical setting.

Ideal candidates will have two years of clerical experience (or equivalent education), strong MS Office skills, and the ability to work in a fast-paced public healthcare environment.

Qualifications

• Two years of general clerical work experience required or substituted by education credits.
• Knowledge of office systems, proper telephone usage, and filing.
• Strong communication and numeracy skills.

Responsibilities

• Type a variety of materials and enter data into systems.
• File, index, and maintain office records and forms.
• Compose routine correspondence and processing documents.
• Prepare payment lists, invoices, and manage procurement tasks.
• Respond to inquiries and provide information to clients and staff.

Skills

Interpersonal skills

Oral and written communication

Arithmetic computations

Education

High school diploma or GED

Tools

Microsoft Office

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

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

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.

Before You Apply

• Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.
• Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below by the closing date listed on the job posting.
• Resume Policy: Per Public Act 21-69 , resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.
• Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
• Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing [e-mail] .
• Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.
• Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.

QUESTIONS? WE’RE HERE TO HELP:

Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Anamaria Giangarra at [e-mail]

Join the State of Connecticut and take your next career step with confidence!

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 initiatives 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;
• Skills
  • interpersonal skills;
  • oral and written communication skills;
  • performing arithmetical computations;
• Ability to
  • 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 equaling 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.

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.