Administrative Assistant

The Connecticut Department of Correction (DOC), Health Services Unit (HSU), is seeking a highly organized and dependable Administrative Assistant to provide essential administrative and operational support to a large team of health services managers. This unit oversees healthcare delivery across correctional facilities statewide. The HSU Administrative Assistant plays a critical role in maintaining smooth operations, supporting program activities, and ensuring efficient communication across multiple locations.

WHAT WE CAN OFFER YOU

Visit our NEW State Employee Benefits Overview page! Professional growth and development opportunities. A healthy work/life balance to all employees. The State of Connecticut is an eligible Public Service Loan Forgiveness employer, meaning you may be eligible to have qualifying student loans forgiven after 10 years of service. Click here for more information.

POSITION HIGHLIGHTS

Provide administrative support to over 10 Health Services managers, including scheduling, calendar management, meeting coordination, and communication tracking. Assist with statewide program oversight by organizing documents, maintaining records, and supporting reporting requirements. Coordinate supply and equipment ordering for the Health Services Unit; track inventory, process purchase requests, and maintain vendor communication. Prepare, review, and distribute memos, reports, meeting minutes, and other documentation as needed. Monitor shared inboxes, triage inquiries, and route information to appropriate staff promptly and accurately. Support onboarding tasks, training coordination, and administrative functions for new or reassigned Health Services staff. Maintain organized filing systems (digital and physical) to support compliance, recordkeeping, and audit readiness. Assist in the coordination of statewide schedules, staffing documents, and support requests from correctional facilities. Serve as a central communication point between facility staff, managers, contracted partners, and DOC administration. Support special projects, data entry, and administrative tasks as assigned by Health Services leadership.

WORK SCHEDULE

Office/On-Site Monday•Friday 8am•4:30pm For an inside look at what it's like to work as an employee for the State of Connecticut, please watch the video below! Selection Plan

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

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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 www.ct.gov/ethics.

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 Brianna Linehan at Brianna.

Linehan@ct.gov. Join the State of Connecticut and take your next career step with confidence!

PURPOSE OF JOB CLASS

(NATURE OF WORK) In a state agency this class is accountable for independently performing the most complex tasks in providing both office administration and secretarial support for a major program.

EXAMPLES OF DUTIES

Performs the most complex office administrative 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 references materials and manuals.

CORRESPONDENCE

Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.

REPORT WRITING

Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; Analyzes information and may make recommendations.

INTERPERSONAL

Acts for manager by interpreting established policies and procedures, etc.; Troubleshoots by relieving manager of as much administrative detail as possible; Acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).

PROCESSING

Screens letters, memos, reports and other materials to determine action required; May make recommendations to supervisor.

SECRETARY

Arranges and coordinates meetings (including space and equipment); Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports); Writes minutes of meetings, lectures, conferences, etc. from rough draft; Takes notes and/or meeting minutes; Prepares expense accounts; Makes travel arrangements.

OFFICE MANAGEMENT

Authorizes purchases and payments (within prescribed limits of authority); Develops input and prepares documentation for office and/or department budget; Coordinates budget control and monitoring; Develops office and/or department procedural manuals; Assists in interviewing and hiring office support staff; Trains office support staff; May supervise office support staff. Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

Considerable knowledge of office administration and management; department and/or unit policies and procedures; proper grammar, punctuation and spelling; business communications; Knowledge of business math; Considerable interpersonal skills; oral and written communication skills; Ability to operate office equipment which includes computers, tablets, and other electronic equipment; operate office suite software; take notes (shorthand, speedwriting or other method acceptable to manager).

MINIMUM QUALIFICATIONS

•GENERAL

EXPERIENCE

Four (4) years of experience above the routine clerk level in office support or secretarial work.

MINIMUM QUALIFICATIONS

•SPECIAL

EXPERIENCE

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

MINIMUM QUALIFICATIONS

•SUBSTITUTIONS ALLOWED College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

PREFERRED QUALIFICATIONS

Experience providing administrative support to multiple supervisors across several healthcare service lines. Experience prioritizing competing demands and meeting time-sensitive deadlines. Experience with Microsoft Office applications including managing multiple and complex schedules, spreadsheets and shared platforms calendars. Experience working in a healthcare, government, or correctional setting (preferred but not required). Experience working with confidential and time-sensitive information ensuring accuracy and completeness while meeting deadlines. Experience with purchasing systems, inventory management, or administrative coordination across multiple locations. Experience working independently, problem solving and supporting a broad range of administrative functions for a statewide unit.