Connecticut
Office Assistant (Office/On-site) - #260106-7086CL-001
Connecticut, Middletown, Connecticut, us, 06457
Introduction
Are you an organized and detail-oriented professional looking for a role where you can make an impact? Bring your administrative skills to our team - apply today! The State of Connecticut Department of Mental Health and Addiction Services (DMHAS) is currently recruiting for two Office Assistant positions within the Medical Records Department of Connecticut Valley Hospital (CVH). In these roles, you will play a key part in supporting the hospital's operations by performing a full range of clerical and administrative duties that ensure accurate and efficient medical record management.
Position Highlights
Facility: Connecticut Valley Hospital (CVH)
Department: Medical Records
Location: Middletown, CT
Schedule: Full-time, 40 hours per week
Shift: First, 8:00 a.m. - 4:30 p.m., Monday - Friday
Position Numbers: 89434 & 127841
About Our Agency 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.
About Connecticut Valley Hospital Established in 1868, CVH serves as the State's premier public hospital for mental health treatment. As the largest facility within DMHAS, it features 17 inpatient units across Middletown and Hartford campuses, encompassing general psychiatry and addiction services. CVH offers comprehensive inpatient and outpatient psychiatric care, substance abuse treatment, and specialized services for pregnant women and individuals with dual diagnoses.
Responsibilities 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
Two (2) years of general clerical work experience.
College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one/half (1/2) year of experience to a maximum of two (2) years.
Preferred Qualifications Experience filing, retrieving, and maintaining physical (paper) medical charts. Experience managing high-volume patient intake in a psychiatric or emergency setting. Experience using medical and psychiatric terminology in a professional setting. Experience utilizing Microsoft Word and Excel for data entry and formatting. Experience operating multi-line phone systems and applying standardized alpha-numeric filing procedures. Experience drafting professional correspondence and communicating clinical information to staff and patients. Experience handling large volumes of typing and documentation with accuracy and attention to detail. Experience handling patient inquiries while maintaining confidentiality and professional boundaries. Experience operating and troubleshooting office equipment, including computers, scanners, and multi-function printers. Experience following written operating procedures and verbal directives.
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.
Other Information All state employees must adhere to Connecticut's Policy for a Drug Free Workplace. A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment.
Equal Opportunity Employer The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.
Acknowledgement As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.
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Position Highlights
Facility: Connecticut Valley Hospital (CVH)
Department: Medical Records
Location: Middletown, CT
Schedule: Full-time, 40 hours per week
Shift: First, 8:00 a.m. - 4:30 p.m., Monday - Friday
Position Numbers: 89434 & 127841
About Our Agency 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.
About Connecticut Valley Hospital Established in 1868, CVH serves as the State's premier public hospital for mental health treatment. As the largest facility within DMHAS, it features 17 inpatient units across Middletown and Hartford campuses, encompassing general psychiatry and addiction services. CVH offers comprehensive inpatient and outpatient psychiatric care, substance abuse treatment, and specialized services for pregnant women and individuals with dual diagnoses.
Responsibilities 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
Two (2) years of general clerical work experience.
College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equaling one/half (1/2) year of experience to a maximum of two (2) years.
Preferred Qualifications Experience filing, retrieving, and maintaining physical (paper) medical charts. Experience managing high-volume patient intake in a psychiatric or emergency setting. Experience using medical and psychiatric terminology in a professional setting. Experience utilizing Microsoft Word and Excel for data entry and formatting. Experience operating multi-line phone systems and applying standardized alpha-numeric filing procedures. Experience drafting professional correspondence and communicating clinical information to staff and patients. Experience handling large volumes of typing and documentation with accuracy and attention to detail. Experience handling patient inquiries while maintaining confidentiality and professional boundaries. Experience operating and troubleshooting office equipment, including computers, scanners, and multi-function printers. Experience following written operating procedures and verbal directives.
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.
Other Information All state employees must adhere to Connecticut's Policy for a Drug Free Workplace. A comprehensive medical examination, including a drug screening, will be required of all applicants upon a conditional offer of employment.
Equal Opportunity Employer The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.
Acknowledgement As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.
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