Secretary 1

Introduction

Are you an organized, detail-oriented professional who enjoys helping others and keeping operations running smoothly?

Join our team and make a meaningful impact at the front line of public mental health services - apply today!

The State of Connecticut Department of Mental Health and Addiction Services (DMHAS) is seeking a dedicated Secretary 1 to support the Southwest Connecticut Mental Health System (SWCMHS) in Stamford. In this essential role, you will serve as the welcoming face of our agency, manage front-desk operations, assist clients and visitors, and provide critical administrative support that keeps our teams functioning efficiently.

POSITION HIGHLIGHTS:

• DIVISION: Southwest Connecticut Mental Health System (SWCMHS)
• LOCATION: Stamford, CT
• SCHEDULE: Full-time (40 hours per week), Monday - Friday
• WORK HOURS: 8:00 AM - 4:30 PM
• POSITION NUMBER: 140484
• NOTE: Spanish/English bilingual skills are preferred but not required for this position

WHY THE STATE OF CONNECTICUT:

• Explore our comprehensive State Employee Benefits Overview to see what we offer
• Enjoy endless opportunities forprofessional growth and development
• Embrace a healthy work/life balance tailored to all employees

DISCOVER THE OPPORTUNITY TO:

• Serve as the primary point of contact for clients, visitors, and community partners at the agency's reception area
• Support a trauma-informed, welcoming, and culturally responsive environment for all
• Coordinate client flow, monitor the waiting room, and help ensure accreditation standards are upheld
• Assist staff across multiple teams through essential administrative tasks including data entry, filing, correspondence, printing reports, mail processing, and more
• Contribute to safety management by following agency emergency protocols and collaborating with security and leadership
• Play a vital role in client care by providing appointment reminders, directing individuals to appropriate providers, and updating electronic health record profiles
• Help maintain clear and supportive communication through updated postings, flyers, and digital slide displays

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.

SWCMHS is responsible for the oversight and management of contracts with private not-for-profit agencies and residential providers providing mental health services in the southwest region of the state. With locations in Bridgeport and Stamford, SWCMHS provides inpatient, outpatient and assertive community treatment (ACT) services and community support services for adults with severe behavioral health disabilities; mental health services for people who are deaf or hearing impaired and a mobile crisis intervention team. SWCMHS also provides outreach to people who are homeless and mentally ill. Special agency programs include Shelter Plus Care, a housing program for people who are homeless and who have a history of substance abuse or mental illness or who have AIDS.

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.

Selection Plan

FOR ASSISTANCE IN APPLYING:


Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit for additional support throughout the recruitment process.


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 View email address on click.appcast.io.
• 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.

• Note : The only way to apply to this posting is via the 'Apply' or 'Apply Online' buttons on the official State of Connecticut Online Employment Center job posting.

AFTER YOU APPLY:

• Some email providers may experience delays or issues delivering messages. To avoid missing important updates-such as referral questionnaires or interview scheduling links-please check your Personal Status Board regularly.
• For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select "Update My Contact Information."
• Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire's expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).

• Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression!
• Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.
• The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
• Note : 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

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

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 Alyssa Hovanec at View email address on click.appcast.io


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 performing a full range of secretarial support functions.

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 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 prioritizes 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 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

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 communicating verbally and written language both English and Spanish
• Experience managing digital calendars, schedules, contacts, and reminders via Microsoft Outlook.
• Experience with office in-person and phone etiquette.
• Experience utilizing Microsoft PowerPoint, Word, Excel, and TEAMs.
• Experience utilizing the information tracking systems to generate reports for agency stakeholders.

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.