Secretary 2 (Spanish/English Bilingual) (Office/On-site)

State of Connecticut - Department of Correction; Bridgeport (CT); On-site; USD 42,000 - 56,000; Full time

Job summary

State of Connecticut - Department of Mental Health and Addiction Services (DMHAS) – Southwest Connecticut Mental Health System (SWCMHS) in Bridgeport is seeking a Secretary 2. The role supports high-level executives in a behavioral health setting and requires strong bilingual communication skills in Spanish and English.

The position offers full-time hours, typical 8:00am–4:30pm shifts, and opportunities for professional growth within a public health system.

Qualifications

• Three years of experience above routine clerical level in office support or secretarial work.
• One year of General Experience as Secretary 1 or equivalent.
• College training in secretarial sciences may substitute for experience (15 sem hrs = 0.5 year).

Responsibilities

• Perform full range of secretarial duties including typing, filing, correspondence, and report writing.
• Prepare reports according to hospital policy and regulatory standards.
• Greet visitors, answer phones, and advise callers on policies and procedures.
• Coordinate meetings, take minutes, and manage calendar and travel arrangements.

Skills

Bilingual Spanish-English

Interpersonal skills

Oral and written communication

Tools

Microsoft Outlook

Microsoft Word

Excel

Job description

Introduction

Ready to put your talents to work and make a real impact? Looking for the next step in your career journey? If so, we’d love for you to explore this exciting opportunity and consider joining our team!

THE POSITION

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS), Southwest Connecticut Mental Health System (SWCMHS) is currently accepting applications for the position of Secretary 2 within the Hispanic Clinic.

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

HIGHLIGHTS

• FACILITY: Southwest Connecticut Mental Health System (SWCMHS)
• LOCATION: Bridgeport, CT
• POSITION NUMBER: 00028043
• SCHEDULE: Full-Time, 40 Hours per Week, First Shift, Monday through Friday, 8:00am - 4:30pm

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

• Engage in a rewarding career
• Provide support to a division 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
• Work together in a collaborative team environment

THE ROLE

In this role, we would entrust you to independently perform a full range of secretarial support duties. Among other tasks assigned, this would include:

• Collaborating with high-level executives in a behavioral health setting
• Preparing required reports according to hospital policy, Joint Commission and other regulatory standards
• Crafting and compiling various narrative or statistical reports
• Acting as representative by answering phone calls and providing advice to callers

OUR MISSION

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.

The Southwest Connecticut Mental Health System strives to provide high quality, compassionate and culturally competent mental health and substance abuse services to adults with behavioral health disorders who are indigent. With three locations throughout Fairfield County, SWCMHS, promotes and administers comprehensive recovery oriented services in the areas of mental health treatment and substance abuse prevention and treatment. These services include inpatient treatment programs and outpatient clinical services, as well as a wide range of additional supportive treatment services.

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 secretarial support functions requiring an understanding of organizational policies and procedures.

EXAMPLES OF DUTIES

Performs a variety of secretarial duties as described in the following areas:

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
• Organizes and maintains files (including confidential files)
• Maintains, updates and reviews reference materials and manuals

CORRESPONDENCE

• Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature

REPORT WRITING

• Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included

INTERPERSONAL

• Greets and directs visitors
• Answers phones and screens incoming calls
• Provides advice to callers regarding policy and procedures (e.g., citing a regulation to solve a specific problem)
• Coordinates with others both within and outside of the organization on a variety of non-routine matters

PROCESSING

• Screens letters, memos, reports and other materials to determine action required
• May make recommendations to the supervisor

SECRETARY

• Arranges and coordinates meetings (including space and equipment)
• Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports)
• 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
• Assists in preparing and monitoring the office budget (e.g., compiles figures, reviews statistical reports, verifies expense items)
• Designs and initiates new forms and procedures to facilitate workflow
• 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
• Department's/unit's policies and procedures
• Business math
• Interpersonal skills
• Oral and written communication skills
• Schedule and prioritize 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

Three (3) years of experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE

One (1) year of the General Experience must have been as a Secretary 1 or its equivalent.

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 two (2) years.

PREFERRED QUALIFICATIONS

• Bilingual Spanish-speaking with oral and written communications skills in both languages
• Experience in a hospital-based or mental health clinic setting
• Experience using electronic file systems to monitor and track physical charts
• Experience utilizing information tracking systems to generate reports for agency stakeholders
• Experience overseeing an office including administrative functions, ordering supplies and inventory, organizing and preparing for meetings to include taking minutes and distribution
• Experience utilizing Microsoft Outlook to manage several executive calendars and send pertinent messages to Directors, Managers and Staff
• Experience utilizing Microsoft Word to create and disseminate letters, memos and other documents
• Experience utilizing Excel to sort/filter data, data-entry, utilize formulas, review, compile and analyze data to create reports

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.