Office Assistant

State of Connecticut•Middletown, CT

3d•Onsite

About The Position

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS), is currently seeking two dedicated and experienced Office Assistants for Whiting Forensic Hospital (WFH) in Middletown, CT. This is a full-time, 40-hour per week position on the first shift (8:00 A.M. - 4:30 P.M.), Monday through Friday. The role involves being part of a comprehensive team of caring professionals, providing support to improve the lives of clients, assisting clients in achieving success, making a difference in the public sector, and working collaboratively. DMHAS promotes the overall health and wellness of persons with behavioral health needs through integrated services. Whiting Forensic Hospital provides inpatient services to individuals involved in the criminal justice system, with a focus on psychiatric security review board commitments, competency restoration, civil commitments, and transfers from the Department of Correction. A comprehensive medical examination, including a drug screening, will be required upon a conditional offer of employment.

Requirements

Two (2) years of general clerical work experience.
College training 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 two (2) years.
Knowledge of office systems and procedures including proper telephone usage and filing.
Interpersonal skills.
Oral and written communication skills.
Performing arithmetical computations.
Ability to perform a full range of clerical tasks.
Ability to operate office equipment which includes computers, tablets, and other electronic equipment.
Ability to operate office suite software.
Ability to schedule and prioritize workflow.
Ability to read and interpret complex instructions.

Nice To Haves

Experience working in a hospital setting with multidisciplinary teams.
Experience working with regulatory and oversight agencies such as The Joint Commission and the Department of Public Health.
Experience using Microsoft Office products (Word, Excel, Outlook, Teams) for tracking documentation and communication.
Experience organizing and tracking records, managing releases of information, and monitoring documentation deadlines with accuracy and attention to detail.
Experience with handling medical charts, filing systems, chart assembly, and maintaining chart accuracy.

Responsibilities

Performs the full range of general clerical duties.
Types a variety of materials and enters/retrieves data on computers, tablets, and other electronic equipment.
Sets up and maintains office procedures, filing and indexing systems, and forms.
Composes routine correspondence.
Compiles and generates recurrent technical, statistical or financial reports requiring judgment in data selection and presentation.
Provides general information and referral services in response to citizen complaints or questions regarding an agency's services or authority.
Responds to inquiries from other work units or departments/agencies.
Applies agency policies and state statutes and regulations in determining case status or responding to requests for procedural assistance.
May lead lower level employees in carrying out assigned clerical functions.
Maintains calendars of due dates and initiates recurring work or special clerical projects.
Processes a variety of documents in determining routine case status.
Exercises discretion in choosing appropriate follow-through procedures within defined guidelines, including assembling and reviewing incoming materials for accuracy, completeness, and conformance to established guidelines and agency policy and procedures.
Verifies information through internal resources and contacts with the sender and other work units, and solicits additional information as required by correspondence.
Processes purchase requisitions/purchase orders for subsequent action.
Prepares payment lists and billing invoices.
Receives shipments of materials and matches/verifies shipment or billing invoices against original purchase orders.
Maintains files, journals, or account ledgers by posting credits, expenditures, interest, etc.
Figures payments, costs, discounts, and adjustments using prescribed methods and formulas.
Receives monies in various forms (cash, checks, money orders) and prepares for deposit.
Maintains inventory and orders supplies.
Uses a variety of electronic equipment to perform job functions.
Performs related duties as required.