What are the responsibilities and job description for the Secretary 1 (Office/On-Site) position at State of Connecticut - Department of Mental Health...?
- FACILITY: River Valley Services (RVS)
- TEAM: Outpatient Clinic - Wellness & Recovery
- LOCATION: Middletown, CT
- SCHEDULE: Full-time (40 hours), 1st Shift, Monday - Friday 8:00am - 4:30pm
- POSITION NUMBER: 26388
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- Professional growth and development opportunities.
- A healthy work/life balance to all employees.
- Engage in a rewarding career;
- Showcase your talents in a meaningful role;
- Provide support to a division that is passionate about the work we do.
We are seeking a detail-oriented and customer-focused Secretary 1 to support front-desk and administrative operations at our outpatient clinic and play an essential role in ensuring smooth day-to-day clinic operations.
Responsibilities include greeting and assisting clients, managing phone, email, and in-person inquiries, coordinating appointment scheduling, and providing administrative support to clinical and medical records staff.
The Secretary 1 also assists with report tracking, supports quality and compliance efforts, and helps ensure the proper handling of confidential information in accordance with the Health Insurance Portability and Accountability Act.
Ideal candidates will bring strong organizational skills, attention to detail, experience in healthcare or behavioral health settings, familiarity with electronic health record systems, and proficiency in Microsoft Office applications.
This role is key to maintaining an organized, welcoming, and efficient clinical environment that supports both staff and the individuals we serve.
River Valley Services (RVS), a division of DMHAS, delivers high-quality behavioral health services across multiple locations in central and shoreline Connecticut, including Middletown and Old Saybrook. RVS supports over 600 individuals across seven facilities, offering a collaborative, mission-driven environment focused on recovery-oriented care. The organization is dedicated to maintaining excellence in clinical documentation, regulatory compliance, and operational integrity, ensuring that both clients and staff are supported by efficient and well-organized systems.
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:
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BEFORE YOU APPLY:
- Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.
- Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, 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 contact listed below by the closing date listed on the job posting.
- Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.
- Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
- Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing DAS.SHRM@ct.gov.
- Salary Calculations: 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.
- Note: The only way to apply to this posting is via the ‘Apply’ or ‘Apply Online’ buttons on the official State of Connecticut Online Employment Center job posting.
AFTER YOU APPLY:
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- The immediate vacancy is listed above, however, applications to this recruitment may be used for future vacancies in this job class.
- Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. 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, available at www.ct.gov/ethics.
- This employer may participate in E‑Verify and will provide the federal government with your Form I‑9 information to confirm work authorization.
QUESTIONS? WE’RE HERE TO HELP:
Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions. If you have additional questions about the recruitment process, reach out to Julie Barker at Julie.Barker@ct.gov.
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PURPOSE OF JOB CLASS (NATURE OF WORK)
EXAMPLES OF DUTIES
Performs a variety of secretarial duties as described in the following areas:
- TYPING:
- 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.;
- Proofreads for content;
- Edits using knowledge of grammar, punctuation and spelling.
- FILING:
- Designs office filing systems;
- Organizes and maintains files (including confidential files);
- Maintains, updates and reviews reference materials and manuals.
- CORRESPONDENCE:
- Composes routine letters/memoranda, etc. (e.g., standard replies and acknowledgement letters) for supervisor's signature.
- REPORT WRITING:
- Compiles information from standard sources and prepares data reports (e.g., number of forms processed during the month).
- INTERPERSONAL:
- 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).
- PROCESSING:
- Scans correspondence;
- Pulls and attaches related materials;
- Reviews, routes and prioritizes mail.
- SECRETARY:
- 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.
- OFFICE MANAGEMENT:
- 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;
KNOWLEDGE, SKILL AND ABILITY
- Considerable knowledge of
- office systems and procedures;
- proper grammar, punctuation and spelling;
- Knowledge of
- business communications;
- business math;
- Skills
- 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).
MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE
MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED
PREFERRED QUALIFICATIONS
- Experience maintaining patient privacy and confidentiality in accordance with healthcare regulations.
- Experience performing clerical duties in a healthcare, behavioral health, or hospital environment.
- Experience in front-desk operations, including greeting visitors, managing phone, email, and in-person inquiries, and coordinating appointment scheduling.
- Experience working with an electronic health record system
- Experience utilizing Microsoft Excel, Word, Outlook, and Access to complete clerical duties such as document preparation, data entry, scheduling, and communication.