Office Assistant (Spanish/English Bilingual) (Office/On-site)

State of Connecticut; Clay Arsenal (CT); Vor Ort; USD 32.000 - 42.000; Vollzeit

Zusammenfassung

State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) seeks a bilingual Spanish/English Office Assistant to manage front desk operations, process medical records, and support two clinical teams across its behavioral health outpatient services. The role emphasizes confidentiality, patient navigation, and efficient clerical work.

The successful candidate will handle multilingual communications, answer inquiries about treatment entry, and maintain organized intake and

Qualifikationen

• Two (2) years of general clerical work experience.
• College training may substitute for experience (15 semester hours = 1/2 year).
• Preferred bilingual Spanish-speaking with oral and written communication in both languages.

Aufgaben

• Manage front desks for the agency and direct foot traffic at two buildings.
• Process and file documents in the medical records department.
• Provide clerical support for two clinical teams and handle bilingual phone communications as needed.
• Answer phones, respond to public inquiries about entering treatment.
• Process intake packets, order supplies, and maintain confidentiality.
• Support operations for a large behavioral health outpatient clinic and complete special clerical projects.

Kenntnisse

Bilingual Spanish/English

Oral communication

Written communication

Interpersonal skills

Clerical skills

Ausbildung

High school diploma or GED

Tools

Microsoft Office 365

Jobbeschreibung

Introduction

Are you a Spanish-speaking professional ready to make an impact in your community?

THE POSITION

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is hiring for a bilingual Spanish/English Office Assistant.

We are seeking a candidate who is preferably bilingual in Spanish and English, with strong oral and written communication skills in both languages.

POSITION HIGHLIGHTS

• Facility: Capitol Region Mental Health Center (CRMHC)
• PCN: 00026743
• Work Hours: Full-time, 40 hours per week
• Work Schedule: Monday - Friday 8 am - 4:30 pm
• Location: 500 Vine Street, Hartford, CT

WHAT WE CAN OFFER YOU

• Professional growth and development opportunities
• A healthy work/life balance to all employees

WHAT YOU'LL BE DOING

• The clinic serves 1,900 clients a year across two sites;
• Managing the front desks for the agency;
• Processing and filing documents in the medical records department;
• Providing clerical support for two clinical teams; as well as occasionally providing Spanish communication over the phone when multilingual staff are otherwise occupied.;
• Answers the phones and directs foot traffic for two buildings;
• Responds to public inquiries regarding how to enter treatment at the agency;
• Processes and files treatment notes and related documentation into clients’ medical records;
• Copies, collates, and distributes intake packets;
• Orders supplies;
• Maintains confidentiality;
• Manages waiting rooms;
• Fax documents, file as needed, deliver office mail, maintains inventory and orders supplies as needed for two clinical teams;
• Completes travel, license, and mileage reimbursement reports;
• Verifies clients’ entitlements;
• Provides clerical services at the front desk for operations for a large behavioral health outpatient clinic;
• Completes special clerical projects and other related duties as assigned.

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.

QUESTIONS?

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

• Bilingual Spanish-speaking with oral and written communications skills in both languages.
• 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 in which multi-tasking and prioritizing responsibilities is required.
• Experience maintaining professional behavior when dealing with clients who may present as behaviorally decontrolled, and experience responding during medical and or psychiatric emergencies to facilitate the appropriate intervention from internal staff or emergency personnel.
• Experience with Microsoft Office 365 suite and the Office 365 cloud collaboration tools such as Microsoft SharePoint, Microsoft OneDrive and Microsoft Teams.

SPECIAL REQUIREMENTS

Incumbents may 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.