Office Assistant

Full job description Do you want to make a difference while participating in a dynamic and reciprocal health care environment in the public sector? If so, we have an excellent opportunity for you to join our hospital's team! THE POSITION The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS) is an Office Assistant to join their team. This position manages the background check as well as the physical and drug screening processes required for employees, contractors and students entering the agency. This individual collaborates with the agency HR staffing team as well as with facility leadership teams to ensure that all required checks are completed timely and accurately as required by agency policy and State regulations. In addition to coordinating the process and serving as the point of contact for all of the service providers with whom we contract for these services, this individual will also maintain a log to provide auditable proof that the required checks were completed and a status tracking process to inform all key stakeholders in the background check processes. This position will also work directly with new hire resources to schedule physical appointments and answer general questions regarding their paperwork.
HIGHLIGHTS FACILITY: Office of the Commissioner (OOC) UNIT: CVH Human Resources ADDRESS: 410 Capitol Avenue, Hartford, CT SCHEDULE: Full-Time, First Shift, 40 hours per week, 8:00am - 4:30pm, Monday through Friday POSITION NUMBER: 137786 WHY THE STATE OF CONNECTICUT Join an Award-Winning Team: Be part of the prestigious Forbes-ranked State of Connecticut, recognized as one of the Best Employers of 2023. Experience national acclaim for providing unparalleled job growth, competitive benefits, and flexible schedules. Platinum Healthcare Excellence: Enjoy the nation's top-rated healthcare plan for state employees and their dependents. Our Platinum Healthcare Plan, ranked the best by Georgetown's Center on Health Insurance Reform and endorsed by Ellen Andrews, Ph.D., ensures comprehensive coverage and well-being for you and your family. Secure Your Future: Benefit from our robust pension plan and explore supplemental retirement offerings, ensuring a secure and comfortable future for you and your loved ones. Invest in Your Education and Future: As a Public Service Loan Forgiveness employer, the State of Connecticut supports your educational journey. You may qualify for student loan forgiveness after just 10 years of dedicated service. Learn more here. Time for What Matters: Embrace a healthy work-life balance with generous paid time off, including 13 paid holidays per calendar year. Prioritize your well-being and make the most of your personal time. Unlock Your Potential: Grow professionally with a range of development opportunities. The State of Connecticut is committed to nurturing your skills and helping you reach new heights in your career. Cultivate Balance: We believe in a healthy work/life balance for all our employees. Join us in fostering an environment where your professional and personal lives harmonize, allowing you to thrive in both. DISCOVER THE OPPORTUNITY TO Engage in a rewarding career; Provide support to a division that is passionate about improving the lives of those we serve; Assist our clients so they can achieve success; Make a difference in the public sector; Work together in a collaborative team environment. 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.
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Please Note : For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.




TO APPLY In order to be considered for this job opening, you must meet the Minimum Qualifications as listed on the job opening. The minimum experience and training requirements must be met by the close date on the job opening, unless otherwise specified. In order to receive educational credits toward qualification for this job posting, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the recruiter listed on this job posting. You must specify your qualifications on your application. You will be unable to make revisions once you submit your application for this posting to the JobAps system. In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process. All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period. It is the candidate's obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception. Requests should be made to . This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. AFTER YOU APPLY Although applicants will receive correspondence via email, as a backup they are also encouraged to sign on to their Personal Status Board on a daily basis to monitor their status, view all emailed notices and complete tasks required in the recruitment process. This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam. NOTE: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the discretion of the hiring agency. The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class. Interviews will be limited to candidates whose experience and training most closely meet the requirements of the position. Read through this helpful link to prepare for your interview. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State Employees which is available at CONNECT WITH US Due to the large volume of applications received, we are unable to provide confirmation of receipt or status during the recruitment process. Updates will be available through your JobAps portal account. If you have any questions pertaining to this recruitment, please contact Jensine Tran at . PURPOSE OF JOB CLASS (NATURE OF WORK) In a state agency this class is accountable for independently performing a full range of general clerical functions or for carrying out responsibility for the flow and completion of clerical work in an assigned area.
EXAMPLES OF DUTIES Performs the full range of general clerical duties as described in the following areas:
TYPING:
Types a variety of materials in relation to other duties or as assigned; Enters and retrieves data on computers, tablets, and other electronic equipment. FILING:
Sets up and maintains office procedures, filing and indexing systems and forms for own use. CORRESPONDENCE:
Composes routine correspondence. REPORT WRITING:
Compiles and generates recurrent technical, statistical or financial reports requiring judgment in the selection and presentation of data (format). INTERPERSONAL:
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. PROCESSING:
Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly; 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, verifying information through use of internal resources and contacts with sender and other work units and soliciting 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 such as cash, checks and 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.
KNOWLEDGE, SKILL AND ABILITY Knowledge of office systems and procedures including proper telephone usage and filing; Skills
interpersonal skills; oral and written communication skills; performing arithmetical computations; Ability to
perform a full range of clerical tasks; operate office equipment which includes computers, tablets, and other electronic equipment; operate office suite software; schedule and prioritize workflow; read and interpret complex instructions. MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE Two (2) years of general clerical work experience.
MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED 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.
PREFERRED QUALIFICATIONS Experience working in matrix organization, Experience working with Microsoft office 360, Experience communicating, read, comprehend and apply laws, regulations, and procedural guidelines Experience devise and maintain record keeping and filing systems Experience typing correspondence, forms, file documentation, etc. in support of processing function SPECIAL REQUIREMENTS Persons having responsibility for supervising or observing the behavior of inmates or custodial individuals will be required to possess a high school diploma or General Educational Development (GED) certification by the time of permanent appointment.