Administrative Assistant (Hybrid) - #251125-3591CL-001

State of Connecticut•Hartford, CT

25d•Hybrid

About The Position

The State of Connecticut Department of Mental Health and Addiction Services (DMHAS) is seeking to hire an Administrative Assistant within the Office of the Commissioner. POSITION HIGHLIGHTS FACILITY: DMHAS Office of the Commissioner - Executive Office UNIT: Office of the Commissioner LOCATION: 410 Capitol Avenue in Hartford, CT SCHEDULE: Monday - Friday Full-time (40 hours per week) First shift (8:00 AM - 4:30 PM) POSITION NUMBER: 23725 WORK ENVIRONMENT: Hybrid (4 days in-office during working test period; increased telework flexibility may be available thereafter) WHAT WE CAN OFFER YOU Visit our new State Employee Benefits Overview page! Professional growth and development opportunities. A healthy work/life balance to all employees. 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.

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.
College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.
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

Take notes of high-level public meetings
Document and synthesize meeting information for others
Support the agency's leadership team through calendar management, including scheduling meetings and making reservations
Coordinate travel arrangements
Performs the most complex office administrative 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 references materials and manuals.
CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.
REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; Analyzes information and may make recommendations.
INTERPERSONAL: 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).
PROCESSING: Screens letters, memos, reports and other materials to determine action required; May make recommendations to 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: 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.
Performs related duties as required.