Office Assistant (Part-Time) Office/On-site #261006-7086CL-001

State of Connecticut; Middletown (CT); On-site; USD 21,000 - 30,000; Part time

Benefits offered by this job

Professional growth opportunities

Healthy work-life balance

Job summary

State of Connecticut, Department of Mental Health and Addiction Services, is seeking an experienced Office Assistant for the Connecticut Valley Hospital in Middletown. The part-time position supports administrative functions, with a 32-hour workweek, first shift from 8am-3pm (Fri 8am-2:30pm).

A comprehensive benefits overview is available and a healthy work-life balance is emphasized. Ideal candidates will bring clerical experience, strong communication skills, and proficiency in Microsoft

Qualifications

• Two years of general clerical work experience.
• College training may substitute for General Experience (15 semester hours = 0.5 year) up to 2 years.
• High school diploma or GED required for supervising inmate-like duties.
• Experience with Microsoft 365 suite and SharePoint/OneDrive/Teams preferred.

Responsibilities

• Performs typing and data entry tasks.
• Sets up and maintains filing systems and forms.
• Compiles routine correspondence and reports.
• Generates recurrent technical, statistical or financial reports.
• Provides information and referral services to the public.
• Maintains calendars and processes documents per guidelines.

Skills

Interpersonal skills

Oral and written communication

Arithmetic computations

Education

High school diploma or GED

Tools

Microsoft Office 365

SharePoint

OneDrive

Microsoft Teams

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 Connecticu t, 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.

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

Performs the full range of general clerical duties as described in the following areas:

• 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.

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.