Job Description

Executive Secretary (Office/On-site) State of Connecticut to Department of Mental Health & Addiction Services 500 Vine Street, Hartford, CT 06112 69,880 to 95,525 a year to Full-time Join our mission-driven team supporting essential behavioral health services in Connecticut. Capitol Region Mental Health Center (CRMHC), part of the State of Connecticut, Department of Mental Health and Addiction Services (DMHAS), is seeking a highly organized and proactive Executive Secretary (PCN 26971) to support our Hartford facility. This full-time position plays a critical role in supporting leadership and ensuring smooth daily operations across the center. Role Highlights Schedule: Full-time, 40 hours/week, Monday–Friday Shift: First Shift, 8:00 AM to 4:30 PM Location: 500 Vine Street, Hartford, CT Key role ensuring seamless administrative operations across a busy behavioral health setting Key Responsibilities Provide administrative support to the CEO Participate in sensitive and confidential conversations Serve as the primary communication conduit between the Commissioner's Office and the CEO Serve as Travel Administrator, managing all fleet vehicle incidents and infractions Prepare confidential reports and analyses requested by the Commissioner's Office on behalf of the CEO Take minutes and prepare agendas for Union Labor Management Committee meetings Manage office space assignments, telephone number assignments, and iPhone/mobile device deployment Oversee supply ordering completed by administrative assistants to ensure alignment with facility needs Handle Human Resources reporting and coordination Maintain the facility’s official Table of Organization What We Offer Comprehensive benefits — visit our Benefits page Professional growth and development opportunities A healthy work/life balance. About Our Agency 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. Capitol Region Mental Health Center (CRMHC) is a community based mental health center, operated by the Connecticut Department of Mental Health and Addiction Services, which provides an array of innovative clinical and community support services to individuals with a psychiatric disability, in many cases with co-occurring problems of substance abuse. Our mission is to partner with persons in recovery to ensure access to high quality and culturally competent person-centered behavioral healthcare services 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 Incumbents in this class shall be appointed in accordance with Section 5-198(11) of the Connecticut General Statutes, which states" One personal secretary to the administrative head and to each undersecretary or deputy to such head of each department or institution". For Assistance In Applying: Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Toolkit for additional support throughout the recruitment process. 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: Some email providers may experience delays or issues delivering messages. To avoid missing important updates—such as referral questionnaires or interview scheduling links—please check your Personal Status Board regularly. For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select “Update My Contact Information.” 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). Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this helpful Interview Preparation Guide to make the best impression! 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. 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 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 Join the State of Connecticut and take your next career step with confidence! Purpose of Job Class (Nature of Work) Acts as personal secretary and provides office management to the administrative head and/or to each undersecretary or deputy to such head of a department or institution as authorized by Section 5-198(11) of the Connecticut General Statutes.

EXAMPLES OF DUTIES

Acts as confidential secretary to an executive; Relieves superior of administrative details through interaction with the public and routine contacts with other state executives; Complies and coordinates data for action by superior; Takes and transcribes confidential correspondence from supervisor or at meetings and/or hearings; Types a wide variety of correspondence, notes, memorandums, drafts, transcripts, charts and forms following proper format; Prepares own letters or reports and advises superior of appropriate action taken on routine matters; Schedules appointments and arranges meetings; Acts as receptionist; Maintains and checks records and files; Performs special assignments, studies and routine administrative functions as specifically directed; Screens incoming correspondence, refers to appropriate staff and follows up to insure timely response; May supervise a clerical staff assigning work and following up to insure completion; May transmit to or request information from agency staff for agency head; Performs related duties as required. Knowledge, Skill and Ability Considerable knowledge of office administration and management; functions, procedures, programs and regulations of relevant organizational unit; English grammar, spelling and punctuation; Considerable interpersonal skills; Ability to interact effectively with supervisor, co-workers and general public; work independently on administrative tasks and make decisions within framework of departmental policies; follow complex instructions; take accurate and complex dictation; Supervisory ability. Preferred Qualifications Experience in a confidential or executive-support capacity within state government or a comparably regulated public sector environment, with demonstrated ability to handle sensitive personnel, labor relations, and executive communications with discretion. Experience supporting labor-management relations, including preparing agendas, taking official meeting minutes, and tracking follow-up items for union or collective bargaining committees. Experience working with fleet or vehicle administration, including incident/infraction tracking, reporting requirements, and coordination with state fleet or risk management offices. Experience with human resources reporting and organizational recordkeeping, such as maintaining a table of organization, position control documentation, or supporting HR audits and staffing reports. Experience with UKG/Kronos or a comparable HRIS/workforce management platform, along with standard Microsoft Office applications (Word, Excel, and Outlook) and mobile device/telecom asset management tools. Experience managing competing priorities across multiple stakeholders (executive leadership, Commissioner's Office, administrative staff, and union representatives) while maintaining accuracy and confidentiality under time-sensitive conditions.

Job Tags

Full time, Work at office, Immediate start, All shifts, Monday to Friday, Shift work, Day shift

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