Office Assistant (Part-Time) (Office/On-site)

CT; Middletown (CT); On-site; USD 32,000 - 46,000; Part time

Benefits offered by this job

Benefits overview

Professional growth

Work-life balance

Job summary

State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) seeks an Office Assistant in Middletown, CT. The role supports clerical functions within CVH’s Administrative Services, handling data entry, filing, and routine correspondence.

Candidates should have at least two years of clerical experience and a high school diploma or GED. Proficiency in Microsoft Office 365 and strong communication skills are required.

Qualifications

• Two years of general clerical work experience.
• Ability to handle routine office tasks accurately.
• Strong communication and organizational skills.

Responsibilities

• Type a variety of materials and enter data into systems.
• Maintain filing systems and organize records.
• Draft routine correspondence and reports as needed.
• Assist with calendar management and scheduling.
• Respond to inquiries from the public and internal staff.
• Support basic accounting or purchasing duties when required.

Skills

Clerical experience

Interpersonal skills

Oral & written communication

Education

High School Diploma or GED

Tools

Microsoft Office 365

Job description

Introduction

Are you an experienced clerical professional looking for a meaningful next step? Join our team and apply today!

The Position

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is currently seeking a dedicated and experienced Office Assistant to join our team.

Highlights

• FACILITY: Connecticut Valley Hospital (CVH)
• DIVISION: Administrative Support Services Division (ASSD), Supporting the Utilization Review and Management Program
• ADDRESS: 39 Tynan Circle Middletown, CT
• POSITION NUMBER: 00144768
• SCHEDULE: Part-time, 32 hours weekly, 1st shift, Monday -Thursday, 8am-3pm, Friday, 8am-2:30pm | 30 minute lunch break

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. CVH's vision and mission is to promote recovery through collaborative, compassionate, and culturally competent treatment in a safe, healthy, and caring environment. We provide trauma informed gender responsive treatment that empowers individuals to manage recovery, improve quality of life and return to the community. We provide an integrated network of holistic, comprehensive, and effective services that promote dignity, respect, and self‑sufficiency. At CVH we offer opportunities to make a meaningful impact in the lives of individuals across our Addiction Services Division and Behavioral Health Division. CVH fosters a collaborative, supportive environment where team members work together to create life‑changing outcomes for those we serve.

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

FOR ASSISTANCE IN APPLYING:

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit for additional support throughout the recruitment process.

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.

AFTER YOU APPLY:

• Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your Personal Status Board regularly.
• For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select “Update My Contact Information.”
• Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).
• Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression!
• Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
• Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at www.ct.gov/ethics.
• This employer may participate in E-Verify and will provide the federal government with your Form I‑9 information to confirm work authorization.

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 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; 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 equalling one/half (1/2) year of experience to a maximum of two (2) years.

Preferred Qualifications

• Experience working as a receptionist for an agency providing mental health services, as well as working in a clerical capacity, filing, and maintaining client records.
• Experience working in a fast‑paced environment in behavioral health with multi-tasking and prioritizing responsibilities.
• Experience maintaining professional behavior when dealing with clients who may be experiencing symptoms of mental health or substance use disorders.
• Experience with Microsoft Office 365 suite and the Office 365 cloud collaboration tools such as Microsoft SharePoint, Microsoft One Drive, and Microsoft Teams.

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.