Office Assistant (Spanish/English Bilingual) Office/On-site #261014-7086CL-001

State of Connecticut; Hartford (CT); Sur place; USD 34 000 - 52 000; Plein temps

Avantages offerts par ce poste

Professional growth opportunities

Healthy work/life balance

Résumé du poste

The State of Connecticut’s Department of Mental Health and Addiction Services (DMHAS) seeks an Office Assistant who is bilingual in Spanish and English to support two clinical teams and front desk operations at Capitol Region Mental Health Center (CRMHC) in Hartford. You will handle clerical tasks, medical records filing, and intake support while communicating in both languages.

Strong oral and written communication, confidentiality, and the ability to multitask in a fast-paced behavioral health

Qualifications

• Bilingual Spanish-speaking with strong oral and written communication in both languages.
• Proficient in handling clerical tasks, data entry, and basic office procedures.
• Experience with front desk operations and handling inquiries in a behavioral health setting is a plus.

Responsabilités

• Manage the front desks for the agency and greet visitors.
• Process and file documents in the medical records department.
• Provide clerical support for two clinical teams; occasionally assist with Spanish communications by phone.
• Answer phones, direct inquiries, and route traffic for two buildings; support intake processes.

Connaissances

Bilingual Spanish-English

Oral communication

Written communication

Interpersonal skills

Formation

High school diploma or GED

Outils

Microsoft Office 365

Description du poste

Office Assistant

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.

• 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

• Visit our State Employee Benefits Overview page!
• 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.

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.

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.

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.

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.

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!

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.