State of Connecticut Executive Branch

This class directly supervises a minimum of five (5) professional level staff over a combination of Fiscal/Administrative functions at least two (2) of which must be accounting and budgeting functions and meets a minimum of two (2) of the following criteria:

• Supervises eight or more fiscal/administrative functions (e.g., accounting, accounts examining, budget management, grant administration, purchasing)
• Fiscal responsibility of $50 million or more. This is defined as monitoring control and decision making impact of dollar.
• Directly supervises professional full time staff of twelve (12) or more and/or total full time staff of twenty-five (25) or more.

OR

Acts as the assistant to a Chief of Fiscal/Administrative Services 1 over the entire range of functions and staff.

Descriptions of these fiscal/administrative functions are attached.

• Considerable knowledge of principles and practices of public administration with special reference to governmental budget management and governmental accounting; 
• Knowledge of principles and procedures of payroll, purchasing, grant administration and contract administration; 
• Considerable
  • interpersonal skills; 
  • oral and written communication skills; 
• Considerable ability to
  • understand and apply relevant state and federal laws, statutes and regulations; 
  • to prepare and analyze  financial and statistical reports; 
• Ability to utilize EDP systems for financial management.

Two (2) years of the General Experience must have been supervising professional level staff.

NOTE: For state employees this experience is interpreted at the level of a Budget Specialist or Fiscal/Administrative Supervisor.

• 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 four (4) years for a Bachelor's degree.
• A Master's degree in public administration, business administration or accounting may be substituted for one (1) additional year of the General Experience.

NOTE ON UNCLASSIFIED APPOINTMENTS: Appointments to the Unclassified Service will be made in accordance with sections of the Connecticut General Statutes related to the specific positions.

This replaces the existing specification for the class of Fiscal/Administrative Manager 2 in Salary Group AR2 69 approved effective August 21, 2019. (Reviewed for content, revised to modernize format and add Acknowledgement section) Final No. 24-030

FISCAL AND ADMINISTRATIVE FUNCTIONS

Distinction will be made between accountability for and participation in these functions. Fiscal/administrative supervisors, managers and chiefs must be accountable for (or supervise) the function if it is to be considered under the Guidelines for Class Use. The descriptions of each functional heading are not meant to be all inclusive. Their purpose is to provide a sampling of tasks in each functional area.

Those areas with an asterisk [*] must consume a significant amount of professional staff hours to be considered additional functions under the Guidelines. As a rule of thumb a significant amount of time will be considered a minimum of ten percent of total professional staff time or supervision of one full time professional position, whichever is smaller.

1. BUDGETING

• Accountability for budget preparation and management for agency or facility; 
• At higher levels includes participation in planning and policy decisions.

2. GENERAL FUND APPROPRIATION ACCOUNTING

• Supervision of the agency's or facility's general fund accounting; 
• Includes maintenance of accounts (EDP or manual); 
• Comptroller reconciliations; 
• Internal reconciliations; 
• Subsidiary accounts; 
• Payment lists; 
• Financial statements and reports; 
• Petty cash.

3. GRANT ADMINISTRATION (a&b ARE SEPARATE FUNCTIONS)

a. GRANT ACCOUNTING* 

• Supervision of the maintenance of accounting records, reconciliations, financial statements for grant funds, etc.

b. GRANT MONITORING* (non-programmatic) 

• Accountable for monitoring (or supervising monitoring) of grantees to ensure that funds are accounted for and expended properly. This can include pre- or post-audit of payments, review and analysis of budgets and financial statements, review of accounting procedures. It may include field work such as assistance with setting up financial records and may include (or consist mainly of) auditing grantees.

4. OTHER ACCOUNTING FUNCTIONS*

• Accountability for or supervision of any additional professional accounting or accounts examining work which may be unique to an agency.

5. PURCHASING

• Accountability for or supervision of the purchasing of supplies, equipment and contractual services including preparation and revision of specifications, selecting sources of supply, obtaining and evaluating formal written bids, issuing purchase orders, analyzing price trends.

6. CONTRACT ADMINISTRATION

• Accountability for or supervision of contract preparation and monitoring including preparation of requests for proposals to obtain consulting or contractual services, determination of evaluation criteria, evaluation of proposals, preparation and monitoring of personal services agreements, point of service contracts and memoranda of understanding.

7. PAYROLL

• Supervision of the payroll function.

8. SUPPORT SERVICES

• Each additional support service supervised (e.g., stores, inventory/asset management, facilities/equipment security, facilities/equipment maintenance, mailroom, food service, phone system coordination) having a minimum of three (3) full-time positions or part-time equivalent) or taking a minimum of 10% of total fiscal/administrative staff time can be considered one (1) additional function.

9. INFORMATION TECHNOLOGY*

• Supervision of an information technology operation including professional information technology staff (i.e., Information Technology Analyst 1 or above).