Secretary 2 (Spanish/English Bilingual)

State of Connecticut•Bridgeport, CT

3d•Onsite

About The Position

The State of Connecticut Department of Mental Health and Addiction Services (DMHAS), Southwest Connecticut Mental Health System (SWCMHS), is hiring a Secretary 2 for its Hispanic Clinic in Bridgeport, Connecticut. The position independently performs a full range of secretarial support functions requiring an understanding of organizational policies and procedures. The employer prefers a candidate who is bilingual in Spanish and English with strong oral and written communication skills in both languages. The role supports a behavioral health setting and involves collaborating with high-level executives, preparing reports in accordance with hospital policy and regulatory standards, compiling narrative and statistical reports, and answering calls while advising callers. SWCMHS provides recovery-oriented mental health and substance abuse services to adults with behavioral health disorders across Fairfield County. This is a full-time, 40-hour-per-week position on the first shift, Monday through Friday, from 8:00 a.m. to 4:30 p.m. A comprehensive medical examination, including drug screening, is required after a conditional offer of employment.

Requirements

Three years of experience above the routine clerk level in office support or secretarial work.
One year of the general experience must have been as a Secretary 1 or equivalent.
College training in secretarial sciences may substitute for general experience at 15 semester hours per one-half year of experience, up to a maximum of two years.
Considerable knowledge of office systems and procedures, grammar, punctuation, spelling, business communications, department or unit policies and procedures, and business math.
Interpersonal skills and oral and written communication skills.
Ability to schedule and prioritize office workflow; operate computers, tablets, other electronic equipment, and office suite software; and take notes using shorthand, speedwriting, or another method acceptable to the supervisor.

Nice To Haves

Bilingual Spanish-speaking ability with oral and written communication skills in both Spanish and English.
Experience in a hospital-based or mental health clinic setting.
Experience using electronic file systems to monitor and track physical charts.
Experience using information tracking systems to generate reports for agency stakeholders.
Experience overseeing an office, including administrative functions, ordering supplies, managing inventory, and organizing meetings, taking minutes, and distributing them.
Experience using Microsoft Outlook to manage multiple executive calendars and send messages to directors, managers, and staff.
Experience using Microsoft Word to create and disseminate letters, memoranda, and other documents.
Experience using Excel to sort and filter data, enter data, use formulas, review, compile and analyze data, and create reports.

Responsibilities

Type, format, proofread, and edit correspondence, reports, and other documents using computers, tablets, and other electronic equipment.
Design, organize, maintain, update, and review office filing systems, confidential files, reference materials, and manuals.
Compose complex letters and memoranda explaining department practices or policies.
Compile information from multiple sources and prepare narrative or statistical reports, exercising judgment in selecting material.
Greet and direct visitors; answer and screen calls; and advise callers about policies and procedures.
Coordinate with internal and external contacts on non-routine matters.
Screen incoming materials to determine required action and, when appropriate, make recommendations to a supervisor.
Arrange and coordinate meetings, including space, equipment, and meeting materials; take notes or minutes and distribute them as needed.
Prepare expense accounts and make travel arrangements.
Maintain office supply and equipment inventories and process purchasing paperwork, including orders, requisitions, and invoices.
Maintain time and attendance records and assist with preparing and monitoring the office budget.
Design and initiate forms and procedures to facilitate workflow.
Perform other related duties as required.