Administrative Assistant

State of Connecticut•Middletown, CT

3d•Onsite

About The Position

The Connecticut Department of Mental Health and Addiction Services (DMHAS) is seeking a full-time Administrative Assistant for the Connecticut Valley Hospital (CVH) in Middletown. This position is full-time on first shift, 40 hours per week, Monday through Friday from 8:00 AM until 4:30 PM. 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.

Requirements

Four (4) years of experience above the routine clerk level in office support or secretarial work.
One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.
Considerable knowledge of office administration and management; department and/or unit policies and procedures; proper grammar, punctuation and spelling; business communications; Knowledge of business math; Considerable interpersonal skills; oral and written communication skills; Ability to operate office equipment which includes computers, tablets, and other electronic equipment; operate office suite software; take notes (shorthand, speedwriting or other method acceptable to manager).

Nice To Haves

Experience using Microsoft Word for document creation, formatting, and editing
Experience using Microsoft Excel for organizing data, tracking information, and creating spreadsheets
Experience using Microsoft Outlook for professional email communication and calendar management
Experience taking meeting minutes
Experience providing administrative support in a healthcare environment
Experience working with confidential and time sensitive information
Experience managing a calendar and scheduling meetings, including coordinating meeting materials
Experience managing multiple tasks or projects and meeting assigned deadlines

Responsibilities

Composes and edits complex correspondence and memoranda; formats and produces high-quality documents; proofreads for accuracy in grammar, punctuation, and content.
Researches information from multiple sources; prepares detailed statistical and narrative reports; analyzes findings and may provide recommendations.
Develops and oversees office procedures; coordinates budgets and purchasing within authority limits; assists in hiring and trains or supervises support staff.
Acts on behalf of the manager by interpreting policies, troubleshooting issues, and making decisions within prescribed authority when the manager is unavailable.
Designs and maintains filing systems; organizes confidential and reference materials; updates manuals and reference content.
Coordinates meetings and prepares materials; records minutes; manages expense accounts; arranges travel logistics.
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.
Designs office filing systems; Organizes and maintains files (including confidential files); Maintains, updates and reviews references materials and manuals.
Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.
Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; Analyzes information and may make recommendations.
Acts for manager by interpreting established policies and procedures, etc.; Troubleshoots by relieving manager of as much administrative detail as possible; Acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).
Screens letters, memos, reports and other materials to determine action required; May make recommendations to supervisor.
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.
Authorizes purchases and payments (within prescribed limits of authority); Develops input and prepares documentation for office and/or department budget; Coordinates budget control and monitoring; Develops office and/or department procedural manuals; Assists in interviewing and hiring office support staff; Trains office support staff; May supervise office support staff.