Administrative Assistant

State of Connecticut•Hartford, CT

15h•Hybrid

About The Position

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS), Commissioner's Office is seeking an Administrative Assistant (PCN 23712) to join their team. This position will provide administrative support within the Executive Office in Hartford. The role involves providing high-level administrative support to Senior Leaders, tracking emergency orders, maintaining documentation, and managing information systems for funding application reviews, contract oversight, on-site visits, and quality management activities. The position also includes collecting and distributing critical incident reports, taking notes at public meetings, managing senior leadership calendars, coordinating travel, and supporting emergency response activities which may require occasional evening or weekend work. DMHAS is a healthcare agency focused on promoting the health and wellness of individuals with behavioral health needs.

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.
Considerable knowledge of department and/or unit policies and procedures.
Considerable knowledge of proper grammar, punctuation and spelling.
Considerable knowledge of business communications.
Knowledge of business math.
Considerable interpersonal skills.
Considerable oral and written communication skills.
Ability to operate office equipment which includes computers, tablets, and other electronic equipment.
Ability to operate office suite software.
Ability to take notes (shorthand, speedwriting or other method acceptable to manager).

Nice To Haves

Experience providing direct administrative support to Chief-suite (C-suite) executives, including preparing confidential correspondence and serving as a liaison between executives and internal and external stakeholders.
Experience coordinating comprehensive travel and logistics for executives, including multi-location site visits and industry conferences.
Experience managing multiple dynamic calendars, prioritizing meetings, and resolving scheduling conflicts in real time.
Experience using advanced features of Microsoft applications, including creating pivot tables in Excel, designing polished presentations in PowerPoint, utilizing Outlook’s meeting and scheduling tools, and using cross-platform collaboration tools such as Teams and SharePoint.

Responsibilities

Provide high-level administrative support to Senior Leaders in the Commissioner's Office.
Track emergency orders and maintain accurate, up-to-date documentation for agency leadership.
Maintain and update information systems used for funding application reviews, contract oversight, on-site visits, and quality management activities.
Collect, organize, and distribute critical incident reports from nonprofit providers.
Take notes at high-level public meetings and synthesize key information for internal use.
Manage calendars for senior leadership, including scheduling meetings, coordinating logistics, and making reservations.
Coordinate travel arrangements and prepare related documentation.
Support emergency response activities during emergency activations, which may require occasional evening or weekend work.
Perform the most complex office administrative duties including typing, filing, correspondence, report writing, interpersonal interactions, processing, secretarial duties, and office management.
Design office filing systems, organize and maintain files (including confidential files), and maintain/update reference materials.
Compose complex letters and memoranda, explaining department practices and/or policies.
Research and assemble information for statistical and/or narrative reports, analyze information, and make recommendations.
Interpret established policies and procedures, troubleshoot administrative issues, and make decisions in the manager's absence within prescribed limits.
Screen materials to determine action required and make recommendations to supervisor.
Arrange and coordinate meetings, research and assemble meeting materials, write minutes, take notes, prepare expense accounts, and make travel arrangements.
Authorize purchases and payments, develop input for office/department budget, coordinate budget control, develop procedural manuals, assist in interviewing and hiring office support staff, train office support staff, and potentially supervise office support staff.