Secretary 1

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 Secretary 1 (PCN 101906) for the Office of the Commissioner, Young Adult Services (YAS) 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. A comprehensive medical examination, including drug screening, is required following a conditional offer of employment. All state employees must comply with Connecticut’s Drug‑Free Workplace Policy. 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

Two (2) years of experience above the routine clerk level in office support or secretarial work.
College training in the secretarial sciences 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 one (1) year.
Considerable knowledge of office systems and procedures; proper grammar, punctuation and spelling
Knowledge of business communications; business math
Interpersonal skills
Oral and written communication skills
Ability to schedule and prioritize office workflow
Operate office equipment which includes computers, tablets, and other electronic equipment
Operate office suite software
Take notes (shorthand, speedwriting or other method acceptable to the supervisor)

Nice To Haves

Experience with Healthcare Privacy and confidentiality regulatory requirements
Experience applying attention to detail and organization to handle tasks accurately, consistently, and on schedule
Experience performing clerical work in a healthcare, behavioral health, or hospital environment related to medical records, health information management, or compliance
Experience working with an electronic health record system
Experience processing release of information request and maintaining documentation in accordance with legal and regulatory standards
Experience with Microsoft applications, including Excel, Word, Outlook, and Access
Experience delivering responsive and accurate customer service

Responsibilities

Scheduling meetings
Taking and transcribing minutes accurately
Compiling and entering data
Organizing and processing billing information
Answering phones
Organizing offices
Filing accurately
Ordering supplies
Creating formats for letters, memos, and other documents
Assists with developing reports for YAS staff and/or YAS leadership to be distributed to internal and external entities
Designs office filing systems
Organizes and maintains files (including confidential files)
Maintains, updates and reviews reference materials and manuals
Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature
Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month)
Greets and directs visitors
Answers phones and takes messages
Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit)
Scans correspondence
Pulls and attaches related materials
Reviews, routes and prioritizes mail
Arranges and coordinates meetings (including space and equipment)
Writes minutes of meetings, lectures, conferences, etc. from rough draft
Takes notes and/or meeting minutes
Prepares expense accounts
Makes travel arrangements
Maintains an inventory of supplies and equipment
Orders supplies when necessary
Completes, processes, and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.)
Maintains time and attendance records
Performs related duties as required