Executive Secretary

State of Connecticut•Hartford, CT

3d•Onsite

About The Position

Join our mission-driven team supporting essential behavioral health services in Connecticut. Capitol Region Mental Health Center (CRMHC), part of the State of Connecticut, Department of Mental Health and Addiction Services (DMHAS), is seeking a highly organized and proactive Executive Secretary (PCN 26971) to support our Hartford facility. This full-time position plays a critical role in supporting leadership and ensuring smooth daily operations across the center.

Requirements

Considerable knowledge of office administration and management
Considerable knowledge of functions, procedures, programs and regulations of relevant organizational unit
Considerable knowledge of English grammar, spelling and punctuation
Considerable interpersonal skills
Ability to interact effectively with supervisor, co-workers and general public
Ability to work independently on administrative tasks and make decisions within the framework of departmental policies
Ability to follow complex instructions
Ability to take accurate and complex dictation
Supervisory ability
Experience in a confidential or executive-support capacity within state government or a comparably regulated public sector environment, with demonstrated ability to handle sensitive personnel, labor relations, and executive communications with discretion.
Experience supporting labor-management relations, including preparing agendas, taking official meeting minutes, and tracking follow-up items for union or collective bargaining committees.
Experience working with fleet or vehicle administration, including incident/infraction tracking, reporting requirements, and coordination with state fleet or risk management offices.
Experience with human resources reporting and organizational recordkeeping, such as maintaining a table of organization, position control documentation, or supporting HR audits and staffing reports.
Experience managing competing priorities across multiple stakeholders (executive leadership, Commissioner's Office, administrative staff, and union representatives) while maintaining accuracy and confidentiality under time-sensitive conditions.

Nice To Haves

Experience with UKG/Kronos or a comparable HRIS/workforce management platform, along with standard Microsoft Office applications (Word, Excel, Outlook) and mobile device/telecom asset management tools.

Responsibilities

Provide administrative support to the CEO
Serve as the primary communication conduit between the Commissioner's Office and the CEO
Serve as Travel Administrator, managing all fleet vehicle incidents and infractions
Prepare confidential reports and analyses requested by the Commissioner's Office on behalf of the CEO
Take minutes and prepare agendas for Union Labor Management Committee meetings
Manage office space assignments, telephone number assignments, and iPhone/mobile device deployment
Oversee supply ordering completed by administrative assistants to ensure alignment with facility needs
Handle Human Resources reporting and coordination
Maintain the facility’s official Table of Organization
Acts as confidential secretary to an executive
Relieves superior of administrative details through interaction with the public and routine contacts with other state executives
Compiles and coordinates data for action by superior
Takes and transcribes confidential correspondence from supervisor or at meetings and/or hearings
Types a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms following proper format
Prepares own letters or reports and advises superior of appropriate action taken on routine matters
Schedules appointments and arranges meetings
Acts as receptionist
Maintains and checks records and files
Performs special assignments, studies and routine administrative functions as specifically directed
Screens incoming correspondence, refers to appropriate staff and follows up to ensure timely response
May supervise a clerical staff assigning work and following up to ensure completion
May transmit to or request information from agency staff for agency head
Performs related duties as required