Secretary 1(Office/On-Site)

Overview

Provides full secretarial and administrative support for the ACT team.

Key Responsibilities

• schedule management
• phone handling
• data entry
• file management
• travel coordination
• report preparation

Tasks

-schedule and prioritize office workflow; -Answer phones, take messages, and answer questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit). -Pulls and attaches related materials; -Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks. -Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; -Answers phones and takes messages; -Maintains, updates and reviews reference materials and manuals. -Reviews, routes and prioritizes mail. -operate office equipment which includes computers, tablets, and other electronic equipment; -Maintains time and attendance records; -operate office suite software; -Greet and direct visitors; and -Conduct appointment reminders, schedules transportation for clients, manages and organizes money management program for ACT clients; -Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month). -Takes notes and/or meeting minutes; -take notes (shorthand, speedwriting or other method acceptable to the supervisor). -Prepare legal documents, takes and transcribes minutes of meetings, request medical records from outside agencies, responsible for data entry, and performs telecommunication functions as needed; -Organizing and supporting a full range of office activities for the ACT team as well a full range of correspondence, reports, minutes, agendas etc.; -Makes travel arrangements. -Maintains an inventory of supplies and equipment; -Prepares expense accounts; -Scans correspondence; -Orders supplies when necessary; -Prepare and track ACT data and coordinates and schedules psychiatric appointments; -Designs office filing systems; -Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature. -Review and screen all incoming correspondence, arrange and coordinate meetings, preparing weekly tracking forms for program; -Greets and directs visitors; -Arranges and coordinates meetings (including space and equipment); -Completes, processes, and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.); -Organizes and maintains files (including confidential files); -Writes minutes of meetings, lectures, conferences, etc. from rough draft; -Assist supervisor in collecting reports to meet fidelity standards;

Requirements

• excel
• office
• communication
• interpersonal
• mental health
• outpatient

What You Bring

-Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire’s expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). -Knowledge of -Experience recording meeting minutes -Experience using formulas and tracking data in Microsoft Excel -Experience organizing, prioritizing, and managing more than one task while meeting deadlines -proper grammar, punctuation and spelling; -business math; -oral and written communication skills; -Experience using Microsoft Office Suite including Outlook, Word and Excel -Considerable knowledge of -Edits using knowledge of grammar, punctuation and spelling. -A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment. -Proofreads for content; -Answers questions requiring knowledge of terminology, organization, supervisor's responsibilities, etc. (e.g., appropriate referrals, general purpose of the unit). -interpersonal skills; -Ability to -Experience with mental health and/or substance abuse -Experience in written documentation and managing large volumes of paperwork -All state employees must adhere to Connecticut's Policy for a Drug Free Workplace. -Experience with working in outpatient settings and providing services within the community

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Benefits

-Professional growth and development opportunities -A healthy work/life balance to all employees

About Connecticut Department Of Administrative Services

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Sector Specialisms

Security Clearance

-a comprehensive medical examination, including a drug screening, is required upon a conditional offer. -all state employees must comply with connecticut's drug free workplace policy.