Office Assistant (Bilingual | English/Spanish)
Part Time | Office/On-site

Recruitment #240820-7086CL-001

Location: New Haven, CT

Date Opened: 8/22/2024 12:00:00 AM
Salary: $23.17 – $30.40/hour (*New State employees start at the minimum)
Job Type: Open to the Public
Close Date: 8/29/2024 11:59:00 PM

Introduction

Are you Bilingual in English/Spanish? Are you looking for an exciting opportunity to make a real impact? Join us and be part of a revolutionary team shaping the future!

The State of Connecticut, Department of Mental Health and Addiction Services (DMHAS), is seeking a Bilingual (English/Spanish) Office Assistant to support our agency.

POSITION HIGHLIGHTS:
Facility: Connecticut Mental Health Center (CMHC)
Unit: Hispanic Clinic – Medical Records
PCN: 26646
Location: 34 Park Street, New Haven Connecticut
Work Shift: First shift | Part Time, see schedule below:
Monday – 9:30 am – 5:00pm
Tuesday – 10:00am – 5:00pm
Wednesday  – 9:30 am – 5:00pm
Thursday – 9:30 am – 5:00pm
Friday – 10:00am – 5:00pm

The Hispanic Clinic of the Connecticut Mental Health Center provides services to monolingual Spanish speaking clients afflicted with severe and persistent mental illness and co-occurring disorders. The Hispanic population is the largest and fastest growing population in the State of Connecticut, and represents nearly 30% of the population in the city of New Haven. The Hispanic Clinic, with a capacity for 400 registered clients, continues to experience a growing demand for services with daily referrals from outpatient community providers (i.e., primary care, hospital emergency room, probation, etc.).  This position is critical to the delivery of quality clinical services to a high-risk population of Latino clients afflicted with severe and persistent mental illness who must be screened for signs of acute difficulty as they enter the clinic and be greeted by someone that can communicate in their primary language (Spanish) and understand the culture.

*WHAT WE CAN OFFER YOU:
Visit our new State Employee Benefits Overview page!
The opportunity to work for a Forbes top company: ‘Forbes’ State of Connecticut Ranked One of the Best Employers of 2023 – State of CT Receives National Recognition for Offering Job Growth, Competitive Benefits, and Flexible Schedule
Professional growth and development opportunities
A healthy work/life balance to all employees
*Benefits are pro-rated for part time employees.

WHAT YOU’LL BE DOING:
Provide support to an agency that is passionate about improving the lives of those we serve;
Make a difference in the public sector; and
Work together in a collaborative team environment.

MORE ABOUT THE AGENCY AND FACILITY:
The State of Connecticut, Department of Mental Health and Addiction Services (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.

CMHC is an urban community mental health center with an exceptional tradition of serving individuals with serious mental illness and/or addiction.  Founded in 1966, CMHC is a partnership between DHMAS and the Yale Department of Psychiatry.  Each year over 4,000 people receive a variety of recovery-oriented services at CMHC and its satellite clinics.
Start With Us. Stay With Us. Grow With Us.

Please note:  

A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment.
All state employees must adhere to Connecticut’s Policy for a Drug Free Workplace.
Selection Plan

FOR ASSISTANCE IN APPLYING:

Please Note: 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.

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.

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 DAS.SHRM@ct.gov.

This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules.

Important Next Step Information for 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 www.ct.gov/ethics.

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 Pamela Rochette via email at Pamela.Rochette@ct.gov.

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;
• 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

• Bilingual (English/Spanish).
• Experience with electronic record filing systems.
• Experience working with data systems to track utilization and outcomes for programs.
• Experience using Microsoft Office (Word, Excel, Outlook, Teams).
• Experience preparing oral and written communications for in-person, telephone, and email inquiries, including routine policy and procedure questions.
• Experience working with outside partners to complete necessary tasks.
• Experience with multitasking while maintaining organization and attention to detail.
• Experience in customer service, reception, or a similar role requiring regular interpersonal communication.
• Experience working in a multifaceted, high-volume work environment with reception duties.

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.