Secretary 1 (Office/On-site)

CT; Waterbury (CT); On-site; USD 42,000 - 55,000; Full time

Benefits offered by this job

State employee benefits

Professional growth opportunities

Work/life balance

Job summary

Connecticut DMHAS (DMHAS) seeks an administrative support professional to serve as the primary front desk contact, delivering professional reception and confidential client assistance. You will schedule appointments, manage check-ins, and route calls while complying with HIPAA policies.

The role covers filing, data entry, mail processing, and routine document preparation. Ideal candidates bring experience in office operations, strong communication, and the ability to handle confidential

Qualifications

• Two (2) years of experience above the routine clerk level in office support or secretarial work.
• College training in secretarial sciences may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half year of experience to a maximum of one year.
• Experience with customer service and communication.
• Experience maintaining confidentiality and handle sensitive information in accordance with HIPPA and agency policies and procedures.
• Experience operating standard office equipment and using office software.

Responsibilities

• Greets and directs visitors; answers phones and takes messages; answers questions requiring knowledge of terminology and unit responsibilities.
• Formats and types a full range of correspondence, reports, bills, and drafts; proofreads for content and grammar.
• Designs office filing systems; maintains confidential files; updates reference materials.
• Prepares minutes of meetings and travel arrangements; handles basic expense accounts.
• Monitors office workflow, schedules appointments, and coordinates meetings.
• Maintains office supplies and coordinates equipment needs with vendors.

Skills

Interpersonal skills

Oral and written communication

Grammar and punctuation

Office systems

Typing

Filing

Correspondence

Report writing

Microsoft Outlook

Microsoft Word

Microsoft Excel

Office equipment operation

Education

College training in secretarial sciences

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Job description

Introduction

Provide essential administrative support that keeps high-intensity services running smoothly for the community.

What We Can Offer You

• Comprehensive state employee benefits
• Professional growth and development opportunities
• A commitment to promoting a healthy work/life balance

Position Highlights

• Serves as the primary front desk point of contact, providing professional reception and exceptional customer service
• Greets, directs, and supports clients and visitors while maintaining confidentiality and a welcoming environment
• Schedules and confirms appointments, manages client check-ins, and conducts reminder calls
• Answers and routes phone calls, relays accurate messages, and responds to routine inquiries in accordance with HIPAA policies
• Performs key administrative tasks, including filing, scanning, data entry, mail processing, and preparing routine documents
• Maintains office supplies and coordinates basic equipment needs with vendors to support smooth daily operations
• Other duties as assigned

About Us

DMHAS is dedicated to promoting the health and wellness of individuals with behavioral health needs through an integrated, holistic network of services that foster dignity, respect, and self-sufficiency.

WCMHN mission provides a comprehensive and effective recovery-oriented system of mental health and addiction services that promotes self-sufficiency, dignity, cultural sensitivity and respect.

Selection and Eligibility

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.

This employer may participate in E-Verify and will provide the federal government with your Form I-9 information to confirm work authorization.

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.

Purpose of Job Class

In a state agency this class is accountable for performing a full range of secretarial support functions.

Examples of Duties

• TYPING: Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; Proofreads for content; Edits using knowledge of grammar, punctuation and spelling.
• FILING: Designs office filing systems; Organises and maintains files (including confidential files); Maintains, updates and reviews reference materials and manuals.
• CORRESPONDENCE: Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
• REPORT WRITING: Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
• INTERPERSONAL: Greets and directs visitors; Answers phones and takes messages; Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit).
• PROCESSING: Scans correspondence; Pulls and attaches related materials; Reviews, routes and prioritises mail.
• SECRETARY: Arranges and coordinates meetings (including space and equipment); Writes minutes of meetings, lectures, conferences, etc. from rough draft; Takes notes and/or meeting minutes; Prepares expense accounts; Makes travel arrangements.
• OFFICE MANAGEMENT: Maintains an inventory of supplies and equipment; Orders supplies when necessary; Completes, processes, and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.); Maintains time and attendance records.

Performs related duties as required

Knowledge, Skill and Ability

• Considerable knowledge of office systems and procedures; proper grammar, punctuation and spelling;
• Knowledge of business communications; business math;
• Skills: interpersonal skills; oral and written communication skills;
• Ability to schedule and prioritise office workflow; operate office equipment which includes computers, tablets, and other electronic equipment; operate office suite software; take notes (shorthand, speedwriting or other method acceptable to the supervisor).

Minimum Qualifications - General Experience

Two (2) years of experience above the routine clerk level in office support or secretarial work.

Minimum Qualifications - Substitutions Allowed

College training in the secretarial sciences 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 one (1) year.

Preferred Qualifications

• Experience with customer service and communication
• Experience with professional phone etiquette and the ability to communicate effectively with clients, families, staff, and community providers
• Experience maintaining confidentiality and handle sensitive information in accordance with HIPPA and agency policies and procedures
• Experience managing multiple priorities and interacting with individuals experiencing behavioral health or substance abuse challenges
• Experience operating standard office equipment, including multi-line telephone systems, copiers, scanners, printers, and fax machines
• Experience working with Microsoft Outlook, Word, Excel and the ability to learn other agency software

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.