Fiscal/Administrative Assistant

The Department of Public Health’s (DPH) Contracts and Grants Management Section is currently recruiting for two Fiscal/Administrative Assistants (FAA). Both are full-time, 40 hour per week positions, with the scheduled hours of 8:00 a.m. to 5:00 p.m., Monday thru Friday. The positions will be located in the Hartford office at 410 Capitol Avenue.

Candidates invited to interview will be required to submit their last two performance evaluations (current state employees), or two professional letters of reference (non-state employees). Questions about this documentation should be directed to Sue Ciccaglione, sue.ciccaglione@ct.gov or (860) 509-7183.

In a state agency, facility, or institution this class is accountable for performing a combination of basic paraprofessional work, and highly complex clerical work in fiscal and administrative functions.

Performs paraprofessional level work in fiscal and administrative activities; independently performs bookkeeping and basic accounting activities such as maintaining, balancing, and reconciling an interrelated group of accounts; independently accountable for an accounts receivable or accounts payable process including varied and complex procedures and activities; prepares simple financial statements and assists in preparation of complex financial statements; calculates rates involving complex arithmetical formulas; gathers and consolidates payroll and expenditure data for budget preparation; ensures that expenditures plus encumbrances are within appropriation limits; reviews routine expenditures for compliance with itemized budgets; utilizes EDP systems for financial records and reports; independently performs purchasing functions including preparing and processing purchase orders and requisitions, authorizing routine purchase orders, and preparing requests for proposals; independently prepares renewal or new contracts based on awards; ensures that routine payments are in compliance with contract provisions; may perform routine agency human resource functions; performs related duties as required.

Knowledge of bookkeeping, financial record keeping and basic governmental accounting principles and practices; knowledge of basic procedures of budget preparation and control; some knowledge of human resources and payroll procedures, purchasing procedures and contract preparation; basic interpersonal skills; oral and written communication skills; considerable ability in arithmetic computations; ability to audit financial documents; ability to understand and apply statutes and regulations; ability to utilize EDP systems for financial management.

Four (4) years of experience in complex clerical work in one or more fiscal/administrative functions such as accounting, accounts examining, budget management, grant administration, human resources, payroll, or purchasing.

Note: Complex clerical work is defined as generally routine fiscal/ administrative work, such as financial record keeping or examining, bookkeeping, requisitioning or payroll preparation at or above the level of Financial Clerk. Descriptions of these fiscal/administrative functions are attached

1. 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.

2. One (1) year as a Pre-Professional Trainee in fiscal/administrative work may be substituted for the General Experience.

• Experience in the development and administration of professional service contracts;

• Experience managing, monitoring, and tracking contractor performance and financial compliance with contract terms and conditions;

• Experience working with advanced features of Microsoft (MS) Word including advanced document formatting and creation/use of defined styles, MS Access and PeopleSoft Core-CT;

• Experience creating financial record tracking/monitoring spreadsheets in MS Excel which incorporate complex formulas and/or advanced Excel features;

• Experience managing multiple time sensitive priorities in a high workload environment involving collaboration with other internal and external individuals to ensure timely completion of work tasks.

Persons having responsibility for supervising or observing the behavior of inmates or custodial clients will be required to possess a high school diploma or General Educational Development (G.E.D.) certification by the time of permanent appointment.

AN AFFIRMATIVE ACTION/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.

The Department of Public Health aims to provide equal opportunity in all aspects of employment and advancement, fostering an environment committed to supporting individuals in all protected classes.  If you require an aid/accommodation to participate fully and fairly, please contact the Human Resources Office at (860) 509-7177.